Ohio State Reporting Setup
On this page:
Ohio Validation Tables
Menu path: Select Administration from the main menu, select General Setup submenu, select District, and then select Validation Tables. You must select Ohio State Reporting for Applications and <Validation table name> for Validation Table.
Data is loaded for most of the tables in this application. This list only includes the validation tables for which there are specific requirements.
Once you start processing submissions for a school year, you should not change validation tables until after the end-of-year submission is complete.
This section includes information for the following validation tables:
- Error Scan
- Languages
- Non Attending Reason
- Diagnostic Result Codes
- Day Types Crosswalk
- How Received
- Ohio Notification Codes
- Ohio Violation Codes
- Industry Credential (GW) Assessment Area Codes
Error Scan
This validation table defines the error checks that the error scan processes. PowerSchool defines this table. You can turn off an error check by removing the checkmark from the Active box.
Languages
This Registration validation table defines the language codes that are valid for the Home Language and Native Language fields on the Registration page. You must enter the State Code Equiv value for Native Language codes and check the Use in Native column. You must enter the state code for Home Language in the SIF Code column and check the Use in Home column. This data is stored in the regtb_language table.
Non Attending Reason
Use this table to define the conversion for specified absence codes to the appropriate non-attendance reason for absent students for the entire October Count week. The Non-Attending Reason is returned based on Attendance Bottomline records.
| Fields | Description |
|---|---|
| Code | Local attendance code you want to convert to a non-attending reason. |
| Description | Description of the code. |
| State Code Equiv | State non-attending reason that you want to report in place of the local attendance code. |
Diagnostic Result Codes
Use this table to assign result codes for the Math, Reading, and Writing diagnostics. Check the boxes for the result codes you wish to assign for each diagnostic. If checked, the code will be a valid option for that diagnostic.
The Exempt (EX) code is a valid option for the Reading Diagnostic ONLY.
Day Types Crosswalk
Use this table to assign codes for calendar days where staff members have different minutes from the students. One example would be for professional service days. Check the Student box and enter the minutes in the Minutes column to indicate when the students received instructional time for the day. The State Code Equiv in this table must begin with "P360_" and that value is matched to a State Code Equiv value in the Registration -Day Types validation table.
How Received
This validation table includes all valid codes used to report the FS190 element. Use this table for reference as to which codes apply to your district.
How Received Code | How Received IRN Required? | Valid District Type |
|---|---|---|
~ | N | N/A |
2 | Y | Traditional and Community |
3 | N | N/A |
6 | Y | Non-public entity or '999999' if non-public does not have an IRN |
7, 8, A, S | Y | Traditional |
9 | Y | Traditional |
B | Y | Traditional |
C, P, T | Y | Traditional |
E, G, N | Y (if not the resident district or community school) | Traditional |
F | Y | Traditional and Community |
H | Y | Traditional |
I | Y | Traditional |
K | Y | Traditional |
L | Y | Community |
M | N | N/A |
R | Y | Traditional |
U | Y | Traditional and Community |
V | N | N/A |
W | Y | Traditional |
X | N | N/A |
Y | Y | Traditional |
Ohio Notification Codes
This table pertains to the absence thresholds for House Bill 410 and the EMIS FT Chronic Truancy and Excessive Absence file. Add a code and description for each absence threshold you will track through Attendance Communications and the student district-defined HB 410 Student Entry:
- Excessive absences of 38 hours in a month with or without an excuse (State Code Equiv A)
- Excessive absences of 65 hours in a school year with or without an excuse (State Code Equiv A)
- Habitual truancy due to 42 hours absent in a month without an excuse (State Code Equiv B)
- Habitual truancy due to 72 hours absent in a year without an excuse (State Code Equiv B)
- Habitual truancy due to 30 consecutive hours absent without an excuse (State Code Equiv B)
Make sure to assign a State Code Equiv for each Notification Criteria Code that you use to report truancy and excessive absence dates for the EMIS FT record, Chronic Truancy, and Excessive Absence.
Assign State Code Equivs as follows:
- Use the A value for the two records indicating excessive absence: 38 hours in a month with or without an excuse; 65 hours in a school year with or without an excuse.
- Use the B value for the three habitual truancy records: 42 hours absent in a month without an excuse; 72 hours absent in a year without an excuse; 30 consecutive hours absent without an excuse.
For a complete outline on setting up and using House Bill 410 absence tracking, refer to House Bill 410 Procedural Outline.
Ohio Violation Codes
This table stores codes and descriptions that categorize ways a student could violate a court order due to chronic truancy. Your district defines these codes. Currently, they are not collected for EMIS reporting. You can use the codes on the student HB 410 page.
Industry Credential (GW) Assessment Area Codes
As the Industry Credentials list is elaborate and replicated as is from the EMIS Manual, see the Department’s Industry-Recognized Credentials by Career Field webpage. The fiscal years represent the years in which an Industry Credential is or was valid to be earned by students.
Exiting Student Follow-Up (FW) Codes
For the Exiting Student Follow-Up (FW) records, six validation tables (Exiting Student Follow-Up, Employment Career, Employment Hours, Apprenticeship Type, Post-Secondary Type, and Other Follow-Up Status) are added and populated with respective codes as defined by the DOE.