EMIS Web Application User Manual

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Contents

Buttons and Icons

The following is a list of common icons and buttons that you will see through out the EMIS web application.

  • Image:search_button.jpg

Allows you to search (query) for records.

  • Image:clear_button.jpg

Allows you to wipe-out the data entry fields and start over fresh.

  • Image:EMIS_Web_Application_User_Manual_05.png

Allows you to save the current record you are modifying – this will also perform a validate prior to saving the record.

  • Image:EMIS_Web_Application_User_Manual_06.png

Allows you to check the record for errors before saving the record.

  • Image:EMIS_Web_Application_User_Manual_07.png

Allows you to cancel the addition or modification of the record you are working on.

  • Image:EMIS_Web_Application_User_Manual_08.png

Allows you to edit the current record you are viewing. The fields will be opened up allowing for modifications.

  • Image:EMIS_Web_Application_User_Manual_09.png

Allows you to delete the current record you are viewing.

  • Image:view.gif

Allows you to view the selected record in detail.

  • Image:edit.gif

Allows you to edit the selected record. When this option is selected, the full details of the record will be brought up allowing you to modify the information.

  • Image:delete.gif

Allows you to delete the selected record. A confirmation prompt will appear asking if you really wish to delete the selected record.

  • Image:question.gif

Allows you to see a full description of the field's options. In some cases, the descriptions for the available options are too long to be displayed in the drop-down selections. By selecting the question mark icon, a separate pop-up window will be displayed with all the options and their full descriptions. The value to be used may also be selected from this pop-up window by clicking on the pencil icon (Image:edit.gif) to the left of the option.

  • Image:search.gif

Allows you to query for a desired value. For example, this icon may be seen when editing a record which has an IRN field. By clicking on the binoculars, a separate pop-up window will appear allowing you to search for a district and/or building IRN. You may search by partial IRN and/or District/Building name. The results of the search will be returned in a grid. The pencil icon (Image:edit.gif) to the left may be clicked to select the desired value.

  • Image:copy.gif

This icon is currently used by the quick data entry options. It allows you to copy the values from a previously entered row and paste those values into other rows of the quick entry screen.

  • Image:paste.gif

This icon works in conjunction with the copy icon mentioned above. Once a row is copied, you may click on the paste icon to paste the values into the selected row.

Logging In

Username and Password

Image:emisweblogin.jpg Enter your username and password and click the login button. This will take you to the next part of the login process, district selection.


District selection

Image:webdistrict.jpg Depending upon your access rights, you may have access to more than one districts data files. These districts will be displayed in a drop-down selection box for you to choose from. Select the desired district and click go.


Database selection

Image:selectdatabase.jpg You will then be able to select the data base you wish to work with. From the drop-down menu, select the desired database and click Select.

EMIS Web Home Page

Once you completed the login process, you will be greeted with the EMIS Web Application Welcome/Home page.

Image:emiswebhome.jpg

From this page, you will be able to select which type of data you wish to work with using the tabs at the top. The sidebar menu has Utilities, Help and Logout options. By clicking on the plus sign to the left of the Utilities and Help items, you will open these items up to see your options.

Utilities

Utilities option allows you to view your profile, change your password, submit an aggregation and do an IRN lookup. The profile option indicates what roles or access rights you have for viewing and updating data. The IRN lookup allows you to search for a district or building and display basic information such as IRN, district name, address, phone number and type of entity.

Image:utilities.jpg

Aggregation Submission

The submit aggregation option will allow you to submit an aggregation for a selected reporting period. By clicking on the Submit Aggregation option from the sidebar, you will see the following screen:

Image:aggsubmit.jpg

  • Fiscal year, enter the last 2 digits of the fiscal year to be processed.
  • Reporting period, enter the letter of the reporting period to be processed. For example, enter N for yearend (June) or H for Financial (July).
  • Report Option, valid values are:
    • D = Detail
    • S = Summary
    • B = Produce both Detailed and Summary reports
  • EMIS Database code, enter the code for the database to be processed. This indicates which data files are to be processed by the aggregation procedure.
  • Name of batch queue, enter the batch queue name the aggregation process should be submitted to. When using the submit aggregation option, once the "Submit" button is clicked, the aggregations are submitted to a batch process and the system needs to know which queue the process should be run under. The default is SYS$BATCH.
  • Time batch job should start running, enter the time at which you would like the aggregation procedure (EMSAGG.COM) to begin processing. If this field is left blank, the procedure will begin once the "submit" button is clicked. If a specific time is entered, the following format should be used:
    • DD-MMM-YYYY:HH:MM
    • If the job is to start on the current day, just later during the day, the DD-MMM-YYYY portion may be omitted. For example, to have the procedure begin processing at 10:00pm, the user would enter 22:00.
    • If the job should start at 2:30am the following morning, the user would have to enter the full date and time 11-Jun-2007:02:30
  • Username batch job should run under, this will be defaulted to the current user's username. This needs to be a valid username on the system.

Clicking the Submit button will submit the batch process, EMSAGG.COM, based on the options provided. If there is a problem with submitting the process, errors will be displayed at the top of the screen.

Clicking the Reset button will clear all of the option fields on the screen.

Help

Help contains the About option which is a page detailing browser requirements for running the EMIS Web Application as well as the current version and change history information.

Student Data

Once you click on the Student Data tab, you will see the options on the sidebar menu change slightly. For each of the items that have a + to the left, clicking on the + expands the item showing the options available for that item.

Student Sidebar Menu Image:Studentside.jpg


Note: SSID is the Statewide Student Identifier. This field is only displayed for those users who have been granted access to see/update this field.


Query Student

With the Query option you will be able to query a single student or group of students to work with. You can query by EMIS ID, Name, Grade, District IRN, Building IRN, or SSID.

If you leave all query options blank and click SEARCH then the query will bring up the first 101 records in the EMIS database you are accessing.

Note: It will not find every student in EMIS.

The query is designed so that you can pull up a student or students and then view the students’ data and or make any necessary changes to the students’ records.

Student Query

Image:studquery.jpg


Once you SEARCH for students the query will bring back your results.

Image:studqueryresult2.jpg

You may sort the results by clicking on any column heading which contains up and down arrows. Using the above example, all of the columns except for middle name may be used to sort the returned data.

The results may also be exported into an Excel format file. This is done by clicking on the Excel option at the bottom of the results grid.

For the student query results, the EMIS ID and Last Name fields are links that will take you to that students Demographic/Attendance record. You may also use the icons on the left to View, Edit, or Delete the record.

Restricting users to certain buildings

The web application can restrict users to certain buildings. However, this change will be made by your ITC. If you are in need of this feature contact your ITC. Directions have been added to this manual to accomplish this task.

New Student (GI/GK)

To add a new student, click on the + to the left of the Students item, you’ll then see the New Student and Query options appear. Then click on the New Student item.


Image:studdemonew.jpg Image:studattendnew.jpg


You will see that most of the fields have been set to the default EMIS values. You can use your TAB key or your mouse to move from field to field.

If a student does not have a middle name or middle initial on their birth certificate, you should put one "*" in for the middle name field.

You will need the following fields in order to have our batch retrieve existing SSID’s for you: Birth City, First, Middle, and Last names, Race, Native Language, Birth Date, SSID Admission Reason, and valid District and building IRN’s. The fields are noted by the blue field labels.


The date fields all have a calendar icon next to them in case you want to select the date, some fields have a little question mark next to them, by clicking on the question mark icon, a window will pop up showing you all the valid options for the field. If you want to change the current value of the field to a different option you can then click on the little pencil option to the left of the new value to update the field.

You must hit the SAVE button to add the record. The save button will do a validation of the record before it is actually saved. If there are problems with the save you will need to make the necessary corrections to the field or fields then hit SAVE again.


Note: For Community Schools, you must remember to change the Student Status field to a "M".

View/Edit Student Demographic/Attendance (GI/GK)

From the query results, if you click on the Students EMIS ID, Last name, or the View icon, you will be taken into View mode bringing up that students Demographic/Attendance data. At this point, you will also have the ability to view any of that Students other EMIS records (Subject, Gifted, Program, OGT, etc).

Also note the tabs at the top of the Demographic page, Minimize/View Demographic Data and Minimize/View Attendance Information. These tabs works as toggle switches allowing you to minimize (hide) the Demographic and/or Attendance portions of this page.

Image:studdemo2.jpg


Once you click on a student to either view or modify, this student shows up on the sidebar menu at the bottom in the Student History section. This allows you to go back to a Student you had previoulsy viewed by clicking on the Students name from the History link.

Image:studhistory.jpg


The "Working with" box at the top if the page displays the pertinent information about the Student you are currently working with.

Image:studworking.jpg


From the View page, you have the option to Edit or Delete the Demographic/Attendance data or you may click on any of the Student data tabs to review this current students other EMIS records such as Subjects, Programs, Gifted, Discipline, Special Education, Achievement, Proficiency, OGT, OTELA, KG Readiness, Preschool and CTAE.

Note: If you choose to Delete the student, this will remove the student from all EMIS records, exactly like the EMSDID program does. A warning box will appear before you can actually delete the record.

Note: If you choose to Change a student ID this will change all EMIS records exactly like the EMSCID program does.

Student Subject (GN)

By clicking on the Subject tab from the Student Demographic area, you will see the results of any Student Subject records on file for the student you are currently working with.

Image:studsubjectresult.jpg

This reflects the classes the student has been scheduled into for the current year.

You can View, Modify or Delete classes. You may also Add a new subject to the student by clicking on the "+ Add new Subject" link at the top of the results grid. The current students ID will be supplied by default.

Image:studsubjectadd2.jpg

Student Program (GQ)

By clicking on the Program tab, you will see a list of all programs that the student has been assigned to for the current year.

Image:studprogram.jpg


You can View, Modify or Delete programs or Add a new program code to the student by clicking on the blue + sign (Add new Program record link). The Student ID of the student you are currently working with will be provided by default.

Image:studprogadd.jpg


Student Gifted (GG)

By selecting the Gifted tab, you will be able to view the current students Gifted record. Each student may have only one gifted record. If the student you are currently working with does not already have a gifted record, you will see the following screen.

Image:studgiftednotfound.jpg

You may add a new gifted record by clicking on the blue + sign (Add new Gifted record link). The current students ID will be provided by default when adding a new record.

Image:studgiftedadd.jpg

If the student already has a Gifted record, you will see a screen like the following. You may Edit or Delete the Student Gifted record.

Image:studgifted.jpg


Special Education (GE)

By selecting the Special Ed tab, you will see all Special Education records on file for the current student.

Image:studspeced.jpg


You can View, Modify or Delete programs or Add a new Special Education record to the student by clicking on the blue + sign (Add new Special Education record link). The Student ID of the student you are currently working with will be provided by default.

Image:studspedadd.jpg


Student Discipline (GD)

If the current student has any discipline records they will show up once you click on the Discipline tab, otherwise you will have to Add a new discipline record if the student needs a discipline record or records by clicking on the blue + sign (Add new Discipline record link).

Image:studdisc.jpg


Up to five discipline reasons may be entered in a single discipline record.

Discipline data is submitted to ODE during the Yearend EMIS reporting period. Depending on how your ITC has EMIS databases set up, you may be able to enter this detail into your LIVE database throughout the school year so you do not have a large amount of records to enter later. Districts will want to contact ITC staff if unclear as to whether data can be entered into the LIVE database or not.

By default, the current students ID will be supplied when adding a new Discipline record.

Image:studdiscadd.jpg

Student Achievement (GA)

If the student has any achievement records in EMIS they will be displayed, IE: ones from previous fiscal years may still be in your EMIS files. You can View, Modify or Delete these records if necessary. You also can Add a new achievement record if the student, based on his grade level, needs to have an achievement record or records added by clicking on the blue + sign (Add new Achievement record link).

Image:studachv.jpg

You may want to check with your district testing coordinator to see if they received a testing CD from the vendor and then check with your ITC about loading the results into EMIS for you to save you time from hand entering the data.

Image:studachvadd.jpg


Student Proficiency (GT)

If the student has any proficiency records in EMIS they will be displayed, IE: ones from previous fiscal years may still be in your EMIS file. You can View, Modify or Delete these records if necessary. You also can Add a new proficiency record if the student, based on his grade level, needs to have a proficiency record or records added by clicking on the blue + sign (Add new Proficiency record link).

Image:studprof.jpg


You may want to check with your district testing coordinator to see if they received a testing CD from the vendor and then check with your ITC about loading the results into EMIS for you to save you time from hand entering the data. When adding a new Proficiency record, the current students ID will be supplied by default.

Image:studprofadd.jpg


Student OGT (GX)

If the student has any OGT records in EMIS they will be displayed, IE: ones from previous fiscal years may still be in your EMIS file. You can View, Modify or Delete these records if necessary. You also can Add a new OGT record if the student, based on his grade level, needs to have an OGT record or records added by clicking on the blue + sign (Add new OGT record link).

Image:studogt.jpg


You may want to check with your district testing coordinator to see if they received a testing CD from the vendor and then check with your ITC about loading the results into EMIS for you to save you time from hand entering the data.

Image:studogtadd.jpg


Student OTELA - Ohio Test of English Language Acquisition (GF)

If the student has any OTELA records in EMIS they will be displayed, IE: ones from previous fiscal years may still be in your EMIS file. You can View, Modify or Delete these records if necessary. You also can Add a new OTELA record if the student, based on his LEP status, needs to have an OTELA record or records added by clicking on the blue + sign (Add new OTELA record link).

Image:studotela.jpg

Please refer to the EMIS manual for proper reporting requirements for the OTELA test or check with your ITC as they may have an EMIS checklist with reporting instructions.

You may want to check with your district testing coordinator to see if they received a testing CD from the vendor and then check with your ITC about loading the results into EMIS for you to save you time from hand entering the data.

Image:studotelaadd.jpg


Student KRA-L - KG Readiness Assessment – Literacy (GO)

If the student has any KRA-L records in EMIS they will be displayed, IE: ones from previous fiscal years may still be in your EMIS file. You can View, Modify or Delete these records if necessary. You also can Add a new KRA-L record if the kindergarten student needs to have a KRA-L record or records added by clicking on the blue + sign (Add new KG Readiness record link).

Image:studkgready.jpg


Please refer to the EMIS manual for proper reporting requirements for the KRA-L Assessment test or check with your ITC as they may have an EMIS checklist with reporting instructions.

Image:studkgreadyadd.jpg


Student Preschool (GB)

If the student has any Preschool Assessment records in EMIS they will be displayed, IE: ones from previous fiscal years may still be in your EMIS file. You can View, Modify or Delete these records if necessary. You also can Add a new Preschool Assessment record if the preschooler needs to have a Preschool Assessment record or records added by clicking on the blue + sign (Add new Preschool record link).

Image:studprek.jpg


Please refer to the EMIS manual for proper reporting requirements for the Preschool Assessment test or check with your ITC as they may have an EMIS checklist with reporting instructions.

Image:studprek.jpg


Preschool ASQ/SE - Ages & Stages Questionaire/Social Emotional(GS)

If the student has any Preschool ASQ/SE records in EMIS they will be displayed, IE: ones from previous fiscal years may still be in your EMIS file. You can View, Modify or Delete these records if necessary. You also can Add a new Preschool ASQ/SE record(s) by clicking on the blue + sign (Add new Preschool ASQ/SE record link).

Image:studasqse.jpg

This record is to be reported for both Octboer (K) and Yearend (N) reporting periods for all students enrolled in a preschool special education program. When adding a new Preschool ASQ/SE record, the current students ID will be provided by default.

Image:studasqseadd.jpg


Preschool ECO Assessment (GM)

If the student has any Preschool ECO records in EMIS they will be displayed, IE: ones from previous fiscal years may still be in your EMIS file. You can View, Modify or Delete these records if necessary. You also can Add a new Preschool ECO record(s) by clicking on the blue + sign (Add new Preschool ECO record link).

Image:studecoresult.jpg

This record is to be reported for both Octboer (K) and Yearend (N) reporting periods for all students enrolled in a preschool special education program. When adding a new Preschool ECO record, the current students ID will be provided by default.

Image:studecoadd.jpg

Student CTAE - Career/Technical and Adult Education Assessment (GY)

If the student has a CTAE Assessment record in EMIS it will be displayed, IE: one from previous fiscal year may still be in your EMIS file. You can View, Modify or Delete this record if necessary. You also can Add a new CTAE Assessment record if the student needs to have a CTAE Assessment record added by clicking on the blue + sign (Add new CTAE record link).

Image:studctae.jpg


You may want to check with your district testing coordinator to see if they received a testing CD from the vendor and then check with your ITC about loading the results into EMIS for you to save you time from hand entering the data.

Image:studctaeadd.jpg


Proficiency Only (GP)

This option is available from the Student Sidebar menu. The Proficiency Only Test record is reported for the Yearend (N) reporting period. It is used to report those students who are no longer enrolled in the district, but subsequently complete testing requirements and have been issued a diploma. This includes students who are summer graduates.

Image:Studsidebar_GP.jpg

By clicking on the + sign next to "Proficiency Only" you will expand this option to see two options: New Proficiency Only and Query.

New Proficiency Only

This option allows you to add new Proficiency Only test records. Since these testing records are for student no longer enrolled in your district (there will be no Student Demographic record), the student ID and name fields will not be defaulted.

Image:profonlyadd.jpg

Query Proficiency Only

This option allows you to find Proficiency Only testing records on file based on any combination of the following search criteria: Student ID, SSID, and student name.

Image:profonlyquery.jpg

The results of the search will be returned in a grid from which you may select to View, Edit or Delete records.


CTAE Workforce Development Completer Follow-Up (GV)

The Completer Follow-Up information is reported as part of the March (D) reporting period. By expanding the CTAE Follow-Up option from the Student Sidebar menu, you will be given a query option.

Image:ctae_gv.jpg


You may query for the Completer records by Student ID and/or name. From the results grid, you may View or Modify these records. Note that you do not have the option of deleting these records.

Image:ctae_gv_search.jpg

There are only two areas on this record that may be updated: Follow-up status and Local Classroom Code flag.

Image:ctae_gv_edit.jpg

Staff Data

Once you click on the Staff Data tab you will see the options on the left change slightly. If you click on the little + to the left of the Staff option you’ll then see the New Staff and Query options appear.


Staff Sidebar Menu Image:Staffsidebar_expand.jpg‎


Query Staff

With the Query option you will be able to query a single staff member or a group of staff members to work with. You may query by Employee ID or Name.

If you leave all query options blank and click SEARCH, the query will bring up the first 101 records in the EMIS database you are accessing.

Note: It will not find every staff member in EMIS.

The query is designed so that you can pull up a staff member or members and then view the staffs’ data and or make any necessary changes to the staffs’ records.

Staff Query

Image:staffquery.jpg

Once you SEARCH for staff members the query will bring back your results.

Image:staffqueryresult.jpg

You may sort the results by clicking on any of the column headings which contain up and down arrows. Using the above example, you may sort the results using any one of the columns.

The results may also be exported into an Excel format file. This is done by clicking on the Excel option at the bottom of the results grid.

From the Staff query results, the Employee ID and Name fields are links that will take you into View mode for the Staff member and bring up the Staff demographic screen. You may also use the icons on the left to View, Edit or Delete the record.


New Staff (CI)

To add a new Staff record, click on the + to the left of the Staff item, you will then see the New Staff and Query options appear. Clicking on the New Staff link will bring up an empty Staff Demographic screen for you to fill-in.

Image:Staffdemoadd.jpg

You may use your TAB key or mouse to move from field to field.

The date fields all have a calendar icon next to them in case you want to select the date, some fields have a little question mark next to them, by clicking on the question mark icon, a window will pop up showing you all the valid options for the field. If you want to change the current value of the field to a different option you can then click on the little pencil option to the left of the new value to update the field.

You must hit the SAVE button to add the record. The save button will do a validation of the record before it is actually saved. If there are problems with the save you will need to make the necessary corrections to the field or fields then hit SAVE again. Errors & Warnings will be displayed at the top of the screen in red.


View/Edit Staff Demographic (CI)

From the query results, if you click on the Employee Id, name or View icon, you will be taken into View mode bringing up the Staff Demogrpahic data. At this point, you will then also have the ability to view any of that Staff's other EMIS records (Employment, Contractor, Course).

Image:staffview.jpg


Once you click on a staff member to either view or modify, this staff member shows up on the sidebar menu at the bottom in the Staff History section. This allows you to go back to a Staff member you had previously viewed by clicking on the Staff members name from the History link.

Image:staffhistory.jpg


The "Working with" box at the top of the page displays the Staff member's name and ID of the Staff member you are currently working with.

Image:staffwork.jpg


From the View page, you have the option to Edit or Delete the Demographic data or you may click on any of the Staff data tabs to review this current staffs other EMIS records such as Employment, Contractor and Course.


Staff Employment (CK)

By clicking on the Employment tab, you will be able to see the staff employment records on file the staff member you are currently working with.

Image:staffempresults.jpg


You can View, Modify or Delete staff employment records or Add a new staff employment record by clicking on the blue + sign (Add new Staff Employment record link). The current staff members ID will be provided by default.

Image:staffempadd.jpg


Contractor Staff Employment(CJ)

By selecting the Contractor tab, you will be able to view any Contractor Staff Employment records on file for the current staff member.

Image:staffcont.jpg

You can View, Modify or Delete staff contractor records or Add a new Contractor record for the employee by clicking on the blue + sign (Add new Contractor Staff Employment link).

Image:staffcontview.jpg


Course (CN)

By selecting the Course tab, you will be able to view any Course records on file for the current staff member. Also note that there is a separate area for Course information that will allow you to view course information by Course code rather than by employee. The intent of the Course tab from the Staff area is to allow you to access the current employees Course records without having to go to the Course area and re-query for the information.

Image:staffcourse.jpg


You may View, Modify or Delete course records or Add a new Course record for the employee by clicking on the blue + sign (Add new Course record link).

Image:Staffcourseadd.jpg

Contract Only Staff (CC)

The Contract only staff is available from the Staff Sidebar menu. This record type is reported for the October (K) and Yearend (N) reporting periods. Districts must report at least one record per contractor, contract, position code and fund source.

Image:staffsidebar.jpg


By clicking on the + sign next to "Contract Only" you will expand this option to see two options: New Contract Only and Query.

New Contract Only

This option allows you to add new Contract Only records. Since these records are for non-employees (no Staff Demographic record), the ID field will not be defaulted.

Image:contonlyadd.jpg


Query Contract Only

This option allows you to find Contract Only records based on any combination of the following search criteria: Federal tax ID and Contractor name.

Image:contonlysearch.jpg


The results of the search will be returned in a grid from which you may select to View, Edit or Delete records.

Image:contonlyresult.jpg


Course Data

Once you click on the Course Data tab you will see the options on the left change slightly. If you click on the little + to the left of the Course option you’ll then see the New Course and Query options appear.

Course Sidebar Menu Image:coursesidebar_expand.jpg


Course Query

With the Query option you will be able to query a single course master record or all course masters to work with. You can query by Local Classroom Code or Employee ID.

If you leave all query options blank and click SEARCH then the query will bring up the first 101 records in the EMIS database you are accessing.

Note: It will not find every course master record in EMIS.

The query is designed so that you can pull up a course master record or records and then view the course master data and or make any necessary changes to the individual course master records.

Course Query

Image:coursequery.jpg

Once you Search courses, the query will bring back your results

Image:coursequeryresult.jpg


You may sort the results by clicking on any column heading which contains up and down arrows. Using the above example, the Local Classroom code and Employee ID columns may be used for sorting the results.

The results may also be exported into an Excel format file. This is done by clicking on the Excel option at the bottom of the results grid.

Using the icons on the left, you may View, Modify or Delete course records.

New Course (CN)

To add a new Course record, click on the + to the left of the Course item, you’ll then see the New Course and Query options appear. Then click on the New Course item.

Note: When entering a new course it is preferred that you already have entered the staff member into the staff demographic screen so that you can link up the new course to the staff member when entering the same employee ID.

Image:courseadd2.jpg

View/Edit Course (CN)

From the query results, by clicking on the on the View icon you will be taken into View mode bringing up that Course record. At this point, you will also have the ability to view any Students enrolled in that Course by selected the Student (GN) tab.

Image:courseview2.jpg


Once you click on a Course to either view or modify, this course shows up on the sidebar menu at the bottom in the Course History section. This allows you to go back to a Course you had previoulsy viewed by clicking on the Local Classroom Code from the History link.

Image:coursehistory.jpg


The "Working with" box at the top if the page displays the pertinent information about the Course you are currently working with.

Image:coursework.jpg

Student Course - Class List (GN)

By selecting the Student tab, you will be able to see the list of students that are currently enrolled into the selected class (course).

Image:coursestudlist.jpg


From here you can View, Modify or Delete students from the class or if you click on the little + sign (Add new Subject link) you can add a new student to the class.

Image:coursestudadd1.jpg


The course code will be provided by default based on the current course you are working with.

Note: you will need the students EMIS ID at this time to add a new student into the course.

CTA Correlated (CV)

The CTA Correlated option is availabe from the Course sidebar menu. This option allows you to maintain information related to Vocational Education programs. The class codes maintained are defined by the district.

Image:coursesidebar.jpg

By clicking on the + sign next to "CTA Correlated" you will expand this option to see two options: New CTA Correlated and Query.

New CTA Correlated

This option allows you to add new Correlated records. There will be no default values provided for you.

Image:correlatedadd.jpg

Query CTA Correlated

This option allows you to find CTA Correlated records on file based on Local Classroom Code.

Image:correlatedquery.jpg


The results of the search will be returned in a grid from which you may select to View, Edit or Delete records.

Image: correlatedresult.jpg

Mapping Cross Reference

This option is available from the Course sidebar menu. Mapping Cross Reference allows one record to be entered for each class that should be combined with another for reporting to ODE. You can enter a cross reference that causes one or more classes to be combined with another class during the aggregations. This is used when districts schedule vocational courses in various ways that prevent them from being eligible for Voc Ed unit funding. Cross Reference records can cause the students from both classes to be combined into one class for reporting to ODE without actually changing the records in the database. Also, this is used for combining Special Education courses in a similar manner.


New Cross Reference

This option allows you to add new Mapping Cross Reference records. There will be no default values provided for this entry screen.

Image:mapxrefadd.jpg

Query Cross Reference

This option allows you to find Mapping Cross Reference records on file based on the From Local Classroom Code.

Image:mapxrefquery.jpg


The results of the search will be returned in a grid from which you may select to View, Edit or Delete records. The From Class Code in the result grid is also a link that will take you into the display page for that record.

Image:mapxrefresult.jpg


District Data

Once you click on the district Data tab you will see the options on the left change slightly. If you click on the little + to the left of the District option you will then see the various options available related to the District General information.

District Sidebar Menu Image:districtsidebar_expand.jpg

Note: These items are critical records and must be completed in the Fall and at Yearend as they impact ODE’s accountability processes.


District Yearend (DR)

By clicking on the Distrcit Yearend option from the sidebar menu, you will be taken to the view mode showing the district year end information. If a district yearend record does not already exist, you will be able to add this record.

Image:dist_yearend.jpg


Building Yearend (DB)

For those districts using the Expenditure Flow Model, the Building Yearend option provides the ability to report information necessary for accurate prorations of their financial data for the model. Information included is the building square footage, percent of students riding a bus per building, and the percent of students participating in the lunchroom program per building.

By clicking on the Building Yearend option from the sidebar menu, you will be given a results grid showing any building yearend records already on file, if any.

Image:bldg_yearend_results.jpg

The building IRN and Name are links that will take you to that buildings record in View mode. You may also use the icons on the left to View, Edit or Delete the record.

You may add a new building yearend record by clicking on the "+ Add new Building Yearend record" link at the top of the results grid.

Image:bldg_yearend_edit1.jpg Image:bldg_yearend_edit2.jpg

District Fall (DQ)

By clicking on the District Fall option from the sidebar menu, you will be taken to the view mode showing the district Fall reproting information. If a district Fall record does not already exist, you will be able to add this record.

Image:dist_fall_view.jpg


Building Fall (DF)

By clicking on the Building Fall option from the sidebar menu, you will be given a results grid showing any building fall records already on file, if any.

Image:bldg_fall_results.jpg

The building IRN and Name are links that will take you to that buildings record in View mode. You may also use the icons on the left to View, Edit or Delete the record.


Building February (DH)

By clicking on the Building February option from the sidebar menu, you will be given a results grid showing any building February records already on file, if any.

Image:bldg_feb_results.jpg

The building IRN and Name are links that will take you to that buildings record in View mode. You may also use the icons on the left to View, Edit or Delete the record.

You may add a new building February record by clicking on the "+ Add new Building February Info record" link at the top of the results grid.

Image:bldg_feb_view.jpg


Financial Data

There currently are no special options for the Financial data from the sidebar menu. When you click on the Financial tab, the available Financial options will be displayed as tabs.

Financial Menu Image:financialsidebar.jpg


Cash Accounts (QC)

Cash Account Query

Image:cashacctquery.jpg

Once you Search cash accounts, the query will bring back your results

Image:cashacctresults.jpg


You may sort the results by clicking on any column heading which contains up and down arrows. Using the above example, the Fund and Special Cost Center (SCC) columns may be used for sorting the results.

The results may also be exported into an Excel format file. This is done by clicking on the Excel option at the bottom of the results grid.

Using the icons on the left, you may View, Modify or Delete cash account records.

New Cash Account (QC)

To add a new Cash Account record, click on the + Add New Cash Account link, you’ll then see an empty form to enter the Cash account information.

Image:cashacctadd.jpg


Expenditure Accounts (QC)

Expenditure Account Query

Image:expendacctquery.jpg

Once you Search expenditure accounts, the query will bring back your results

Image:expendacctresults.jpg


You may sort the results by clicking on any column heading which contains up and down arrows. Using the above example, Fund, SCC, Function, Object, Subject, Operational Unit, Instructional Unit, and Job assignment columns may be used for sorting the results.

The results may also be exported into an Excel format file. This is done by clicking on the Excel option at the bottom of the results grid.

Using the icons on the left, you may View, Modify or Delete expenditure account records.

New Expenditure Account (QC)

To add a new Expenditure Account record, click on the + Add New Expenditure Account link, you’ll then see an empty form to enter the Expenditure account information.

Image:expendacctadd.jpg


Receipt Accounts (QC)

Receipt Account Query

Image:rcptacctquery.jpg

Once you Search receipt accounts, the query will bring back your results

Image:rcptacctresults.jpg


You may sort the results by clicking on any column heading which contains up and down arrows. Using the above example, Fund, SCC, Receipt, Subject and Operational Unit columns may be used for sorting the results.

The results may also be exported into an Excel format file. This is done by clicking on the Excel option at the bottom of the results grid.

Using the icons on the left, you may View, Modify or Delete receipt account records.

New Receipt Account (QC)

To add a new Receipt Account record, click on the + Add New Receipt Account link, you’ll then see an empty form to enter the Receipt account information.

Image:rcptacctadd.jpg


Operational Units (QC)

Operational Unit Query

Image:opuquery.jpg

Once you Search operational units, the query will bring back your results

Image:opuresults.jpg


You may sort the results by clicking on any column heading which contains up and down arrows. Using the above example, OPU and IRN columns may be used for sorting the results.

The results may also be exported into an Excel format file. This is done by clicking on the Excel option at the bottom of the results grid.

Using the icons on the left, you may View, Modify or Delete operational unit records.

New Operational Unit (QC)

To add a new Operational Unit record, click on the + Add New Operatonal Unit link, you’ll then see an empty form to enter the Operational Unit information.

Image:opuadd.jpg

ITC Section

The following instructions are for ITC personnel only

Restrict IRN

The following explains the two options to add this restriction to the web application:

1. You can define the logical in OECN$SETUP.INI like any other logical. This entry must be placed in the district section, as that is what is selected when logging into the web application. If a username is not provided, it would be defined for all users.

    LOGICAL=OECN$EMIS_RESTRICT_IRNS#username,"12345,23456"

2. You can also define the OECN$RPC_EMIS_RESTRICT as a system logical. If this logical is defined, it will check each individual building entry(for the district selected) to see if the user has access to it(by checking the identifiers). If the user does have access then it is added to the RESTRICIRNS list.

    DEFINE/SYSTEM OECN$RPC_EMIS_RESTRICT "AUTO"

Epilogue Procedure for EMIS Web Aggregations

An ITC may now add tasks to the aggregation procedure by creating a command procedure called EMSAGG_EPILOGUE.COM in OECN$CUSTOM. Any tasks that are added to this command procedure will be executed after the aggregation procedure is finished.

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