EMIS Cross Enrollment Report (Ohio)

 PATH  :  OH State Reporting > EMIS Cross Enrollment 

The EMIS Cross Enrollment Report can be used to audit the data of other districts for students with resident district relationships that receive instruction or services outside the district they would normally attend.


 Image 1: EMIS Cross Enrollment Extract Editor 

Report Logic

  • Non-resident enrollments are reported after Resident District enrollment records.
  • If Most Recent Enrollments Onlyis selected on the extract editor, the most recent enrollment prior to the End Date of the date range entered on the extract editor is reported.
    • One Record per calendar can be reported per student. A student can report multiple enrollments if enrolled in multiple calendars.
  • If Include Default Valuesis selected, the following logic is used:
    • If NULL, the value found in the default column of the element is reported.
  • Calendars, Students and Grade Levels marked Exclude are not reported.
  • No Show enrollments are not reported.

Resident District Report Logic

  • All resident district enrollments found within the Date Range of the extract editor where the service Type is P or N and the Percent of Time is less than 100 are reported.
  • Resident District enrollments should be reported first and in bold.
  • Resident enrollments that do not have a relationship with a non-resident district will not be reported.

Resident Student Reporting

  • For Shared Time Residents, all enrollments where the Percent of Time is between 1 through 99 are reported.
  • For Shadow Residents, all enrollments where the Percent of Time is 0 are reported.
  • Non-resident district enrollments found within the Date Range entered on the extract editor where non-resident district enrollment's Legal District of Residence or How Received IRN equals the State District Number of the resident district are reported.
    • Only enrollments where Service Type is P or N are reported.
  • Non-resident district enrollments found within the Date Range entered on the extract editor where resident district enrollment's Sent To IRN 1 or Sent To IRN 2 equal the State District Number of the non-resident district are reported.
    • Only enrollments where Service Type is P or N are reported.

Non-Resident Student Reporting

  • For Shared Time Residents, all enrollments where the Percent of Time is between 1 through 99 are reported.
  • For Shadow Residents, all enrollments where the Percent of Time is 0 are reported.
  • Non-resident district enrollments found within the Date Range entered on the extract editor where non-resident district enrollment's Sent To IRN 1 or Sent To IRN 2 equals the State District Number of the resident district are reported.
    • Only enrollments where Service Type is P or N are reported.
  • Non-resident district enrollments found within the Date Range entered on the extract editor where resident district enrollment's How Received IRN or Legal District of Residence equal the State District Number of the non-resident district is reported.
    • Only enrollments where Service Type is P or N are reported.

Extract Editor Options

Field

Description

Date Range

Enter the date range from which the data is to be reported. Dates may be entered in mmddyy format or by clicking the calendar icon and selecting a date. The Date Range end date defaults to the current day.

Shared Time Resident

Mark the checkbox to include students whose Percent of Time is between 1 through 99 due to receiving instruction and/or services from a district outside the resident district.

Shared Time Non-Resident

Mark the checkbox to include students whose Percent of Time is between 1 through 99 due to entering a district in which they do not reside to receive instruction and/or services.

Shadow Resident

Mark the checkbox to include students who leave the reporting district in which they reside to receive all educational instruction and/or services.

Shadow Non-Resident

Mark the checkbox to include students who enter the reporting district to receive all educational instruction and/or services.

Include Default Values

Mark the checkbox to report the default values for elements that are NULL.

Most Recent Enrollments Only

Mark the checkbox to include only the most recent enrollment prior to the End Date of the date range entered on the extract editor.

Format

Select a format in which the data is to be reported. Options include PDF, CSV and HTML.

Select Calendars

Select which Calendar(s) to include in the report by clicking the calendar icon. Multiple calendars may be selected.

Generating the Report

  1. Enter a Date Range in the extract editor.
  2. Mark at least one of the Shared Time or Shadow checkboxes to include in the report.
  3. Mark the Include Default Values checkbox if default values are desired.
  4. Mark the Most Recent Enrollments Only checkbox if desired.
  5. Select the Format in which the data is to be reported.
  6. Select which calendar(s) to include in the report.
  7. Click Submit to Batch. The report will enter the batch queue to reduce system stress and may take a moment to generate.
To access batch reports from the State Edition, click on the Batch Report Complete message in the Process Alerts (formerly Process Inbox) to access the Batch Queue and click on the report to view it.


 Image 2: EMIS Cross Enrollment Extract - PDF 


 Image 3: EMIS Cross Enrollment Extract - CSV 


 Image 4: EMIS Cross Enrollment Extract - HTML 

Report Layout

Element

Description & Format

Campus Location

Last Name

Identifies the student's legal last name.


Alphanumeric, 50 characters

Census > People > Person > Identifiers > Last Name


Identity.lastName

First Name

Identifies the student's legal first name.


Alphanumeric, 30 characters

Census > People > Person > Identifiers > First Name


Identity.firstName

Middle Initial

Identifies the student's middle initial.


Alphanumeric, 20 character

Census > People > Person > Identifiers > Middle Name


Identity.middleName

SSID

Identifies the student's state identification number.


Numeric, 10 digits

Census > People > Demographics > Person Identifiers > State ID


Person.stateID

Birthdate

Identifies the student's date of birth.


Date Field, 8 characters, MM/DD/YYYY

Census > People > Person Identifiers > Birth Date


Identity.birthDate

Gender

Identifies the student's gender.


Alphanumeric, 2 characters

Census > People > Person > Identifiers > Gender


Identity.gender

Race

Indicates the student's state designated race/ethnicity.


Numeric, 1 character

Census > People > Person Identifiers > Race/Ethnicity


Identity.raceEthnicity

District

Identifies the state district number.


Numeric, 6 characters

System Administration > Resources > District Information > State District Number


District.number

School

Identifies the school's building IRN override.

If null, the state school number is reported.


Numeric, 6 characters

Student Information > General > Enrollments > State Reporting > Building IRN Override


EnrollmentOH.buildingIRNoverride

Year

Identifies the school year.


Date Field, 5 characters, YY-YY

System Administration > Resources > Calendar > Calendar > School Year > Start Year
AND
System Administration > Resources > Calendar > Calendar > School Year > End Year


Not Dynamically Stored

Grade

Indicates the student's state grade level.


Alphanumeric, 2 characters

Student Information > General > Enrollments > Grade Level


Enrollment.grade

Start Date

Identifies the student's enrollment start date.


Date Field, 8 characters, MM/DD/YYYY

Student Information > General > Enrollments > Start Date


Enrollment.startDate

End Date

Identifies the student's enrollment end date.


Date Field, 8 characters, MM/DD/YYYY

Student Information > General > Enrollments > End Date


Enrollment.endDate

End Status

Indicates the student's enrollment end status.


Alphanumeric, 2 characters

Student Information > General > Enrollments > End Status


Enrollment.endStatus

Percent of Time

Indicates the average percent of time during the week the student participates in any instruction provided by a certified/licensed employee.

If NULL, 000 is reported.


Alphanumeric, 3 characters

Student Information > General > Enrollments > State Reporting Fields > Student Percent of Time


Enrollment.percentEnrolled

Legal District of Residence

Identifies the IRN number of the city/municipal, local or exempted village school district in which the student’s parents reside.

If the Legal District of Residence field is null, the District Code for the student’s primary address is reported.


Numeric, 6 digits

Student Information > General > Enrollments > State Reporting Fields > Legal District of Residence
OR
Census > People > Households > Address Information > District


Enrollment.resident District

How Received

Describes how the student arrived at the district.

If the Student Status field is null, a value of ** is reported.


Alphanumeric, 1 character

Student Information > General > Enrollments > State Reporting Fields > Student Status


Enrollment.stateAid

How Received IRN

Identifies the district which received the student.

If the How Received IRN field is null, a value of ****** is reported. 


Numeric, 6 characters

Student Information > General > Enrollments > State Reporting Fields > How Received IRN


Enrollment.servingDistrict

Sent Percent 1

Indicates the average percent of time during the week the student participated in any instruction provided by an employee at a non-EMIS reporting entity.


Alphanumeric, 3 characters

Student Information > General > Enrollments > State Reporting Fields > Sent to Percent of Time 1


EnrollmentOH.sentToPercentofTime1

Sent IRN 1

Identifies the district to which the student was sent.


Alphanumeric, 6 characters

Student Information > General > Enrollments > State Reporting Fields > Sent To IRN 1


EnrollmentOH.senttoIRN1

Sent Reason 1

Indicates the reason the student was sent to another district.


Alphanumeric, 2 characters

Student Information > General > Enrollments > State Reporting Fields > Sent Reason 1


Enrollment.servingDistrictStatus

Sent Percent 2

Indicates the average percent of time for a week the student participated in any instruction provided by an employee at a non-EMIS reporting entity.


Alphanumeric, 3 characters

Student Information > General > Enrollments > State Reporting Fields > Sent Reason 2


EnrollmentOH.sentReason2

Sent IRN 2

Identifies the district the student is sent if the student is simultaneously being sent to a second district


Alphanumeric, 6 characters

Student Information > General > Enrollments > State Reporting Fields > Sent To IRN 2


EnrollmentOH.senttoIRN2

Sent Reason 2

Indicates the reason the student was sent to a second district.


Alphanumeric, 2 characters

Student Information > General > Enrollments > State Reporting Fields > Sent Reason 2


EnrollmentOH.sentReason2

District Relationship

Identifies the educational relationship between the student at the district. Options include the following:

  • 1: Student rec instrct from rept district
  • 2: Student rec serv no instrct from rept district
  • 3: Rpt district has obligation to submit data in EMIS

Alphanumeric, 1 character

Student Information > General > Enrollments > State Reporting Fields > District Relationship


EnrollmentOH.districtRelationship

Disadvantage

Indicates whether the student is disadvantaged or comes from a disadvantaged home. Options include the following:

  • *: Not Applicable
  • 1: Economic Disadvantagement
  • 2: Career Tech Academic Disadvantagement
  • 3: Career Tech Both Econ/Academic Disadvantagement

Alphanumeric, 1 character

Student Information > General > Enrollments > State Reporting Fields > Disadvantaged


Enrollment.disadvantaged

Homeless

Indicates whether the student is homeless. Options include the following:

  • *: Not Applicable
  • A: Homeless Shelter
  • B: Unsheltered
  • C: Doubled Up
  • I: Hotel/Motel

Alphanumeric, 1 character

Student Information > General > Enrollments > State Reporting Fields > Homeless


Enrollment.homeless