Skip to content

SY 2025-2026 Entity Management Information Validation Instructions

Table of Contents

Introduction

This document provides context and step-by-step instructions for charter LEAs to successfully complete their Entity Management Information (EMI) validation task. Data Managers should review the document to ensure a thorough understanding of the expectations and requirements.

What is Entity Management Information Data?

EMI data includes a range of school or facility directory details, such as identification information, school type, address details, grades served, and calendar information. DC PCSB collects this information and shares it with OSSE, who then populates the data in the School and LEA Information Management System (SLIMS). Following DC PCSB's submission of validated EMI forms, this information is disseminated across the DC Government by OSSE. This data is also used by OSSE for the DC School Report Card to determine accountability grades and frameworks.

Important Dates

The Hub’s DC PCSB Calendar Dashboard holds all important submission and validation tasks for schools to review.

EMI Validation Timeline

Validation Opens Support Ticket Deadline Validation Closes
Mon, 05/12/2025 09:00 Wed, 05/21/2025 17:00 Fri, 05/23/2025 17:00

LEAs may begin completing tasks on May 12th, although data may be visible in the Hub before then. The Support Ticket Deadline is the final opportunity to request updates or a deadline extension. Any support tickets submitted after this deadline will result in an Early Warning Notice being issued against the LEA. The validation task must be completed by May 23rd, unless an extension has been granted. Failure to complete the task by this date will automatically trigger an Early Warning Notice.

Task Instructions

  1. Accessing the EMI Dashboard
  2. EMI Dashboard Overview
    • The EMI Dashboard consists of two sections:
      • Upcoming Validation Tasks: Complete the validation tasks in this section.
      • Available EMI Forms: Access and review EMI forms in this section.
  3. Accessing the EMI Form
    • To access a campus or facility's EMI form, click the eye icon in the left-most column.
    • If you need to make edits, click the "Edit" button in the top right-hand corner of the screen.
  4. Reviewing the EMI Form
    • Review every field in the form for accuracy.
  5. Editing Fields
    • Certain fields in the form are locked to prevent direct editing by LEAs. If you need to edit this information, open a support ticket with the "Data Analytics: Sector Planning Data" category. Clearly specify the information you are requesting to update. The Data Analytics team will carefully review your request and either approve it or, if necessary, ask for supporting documentation. Any information outlined in your charter agreement, such as campus or facility address, grades served, or school type, may require a charter amendment to update.
    • Other fields can be directly edited by LEAs in the form.
    • Overview by Section:
      • LEA Information:
        • All fields in this section are locked for direct editing by LEAs. Open a support ticket if you need to change this information.
      • Campus Information:
        • The 'Website', 'Telephone Number',and 'Fax Number' fields can be directly edited by LEAs.
        • All other fields in this section are locked for direct editing. Open a support ticket if you need to change this information.
      • Calendar Information:
        • Beginning and ending times are editable only for the primary facility for each campus.
        • Facility-Non Reportable and Non-Reportable Program sites will be automatically updated to have the Begin Time and End Time of the primary facility after the EMI submission window. If you have multiple sites at the same campus with differing calendar information, open a support ticket with PCSB and clearly state what the data should be.
        • Please use 24-hour time format when entering time. Example: 8:00 AM = 0800, or 4:30 PM = 1630
      • Contact Information:
        • This information is updated daily with information from the Hub's Contact Directory. To update this information, update the Executive Director Contact of Record in the Contact Directory. The information in the form will be updated within 24 hours.
  6. Saving the EMI Form
    • After editing the EMI form, remember to click the "Save & Close" button.
  7. Validation:
    • Once your EMI form displays the correct information:
    • Click the blue arrow on the validation task.
    • This completes the EMI process for SY 2025-26.

Requesting Support from DC PCSB Data Analytics

For support on this task, schools are required to utilize the Hub's ticketing system as the primary means of communication with DC PCSB Data Analytics. By opening a support ticket, our team can address your specific questions and provide assistance tailored to your school's needs. Please note that each submission and validation task has a Support Ticket Deadline, and we recommend submitting your support tickets before the deadline to ensure a timely response. While we strive to accommodate extension requests, please understand that they will be approved on a limited basis, if requested after the Support Ticket Deadline.

Support Ticket Best Practices:

To ensure efficient communication and resolution of issues related to your academic data collection, it is important to follow the guidelines for creating a support ticket in the Hub. Please take note of the following:

  1. Categorize Support Tickets: Use the "Data Analytics: Sector Planning Data" category.
  2. Consolidate Support Tickets: To streamline the support process, please condense your support tickets into one per user, per day, per category. This helps us respond to your inquiries in a more efficient manner. For example, if you submit an inquiry in the morning and have another question under the same category that afternoon, please update the existing ticket with your additional inquiry. Only create a new ticket if it pertains to a different category.
  3. Attach Relevant Files: If applicable, attach any relevant files to your support ticket. For example, you may attach a roster downloaded from the Hub that is annotated with discrepancies or requested changes. This will provide the necessary context for addressing your issue.
  4. Close Resolved Tickets: Once your issue has been resolved or your question has been answered, kindly close the support ticket. This helps us maintain an organized system and ensures that our support team can focus on unresolved issues.
  5. Support Ticket Deadlines: Please be aware of the Support Ticket Deadlines for each submission and validation task. Opening a support ticket after the deadline has passed doesn’t guarantee an extension or a response before the task deadline.

How to Open a Hub Support Ticket?

  1. On the Hub's Home page, click on "Support Tickets."
  2. On the Support Ticket Dashboard, select "Create New Ticket."
  3. Click on the drop-down arrow located in the LEA field and select the specific LEA that the support ticket pertains to.
  4. The LEA Contact (the user opening the ticket) will auto-populate.
  5. Complete the required fields: Subject (a brief but descriptive summary of your problem), Category (select "Data Analytics: Sector Planning Data" for the EMI validation task), and Assigned to (will auto-populate).
  6. Save the ticket.
  7. Once the ticket is saved, you can add a new message that provides detailed information about the issue you are facing. Save the message when you are ready.
  8. If necessary, attach any relevant attachments to your support ticket. Please note that once a file is attached, it cannot be removed.

What happens after a support ticket is submitted?

  1. DC PCSB's User and Knowledge Management Specialist will review your ticket. If they are able to resolve your issue, they will provide assistance within 24-48 business hours.
  2. If the User and Knowledge Management Specialist is unable to resolve your ticket, it will be escalated to a member of the Data Team, who will reach out to you within 24-48 business hours. IMPORTANT: While our goal is to provide timely support and respond to support tickets within 24-48 business hours, we acknowledge that there may be instances where ticket response times could be longer than anticipated. This could be due to high volume, increased demand, or other factors that affect our capacity to address support tickets promptly.

Data and Document Submission Policy

The Data and Document Submission Policy governs LEA data submissions to DC PCSB and OSSE. LEAs are expected to complete their data submission and validations on time and accurately. DC PCSB Data Analytics will strictly enforce this policy. Failing to submit validations by the deadline, without an approved extension, will result in consequences outlined in the policy. It's crucial to meet deadlines to avoid complications. Making changes to the EMI form post-validation will trigger an out-of-compliance notice. Review the policy guidelines thoroughly to ensure compliance and prevent penalties or disruptions.