Transcript No Slide Title

EMIS AND THE SF-3
JANUARY 10, 2008
TRECA
Marion, Ohio
Presented by
Don Urban, Ohio Department of Education, Area Coordinator
Estelle Diehl, Ohio Department of Education, Area Coordinator
Jennifer Schmidt, TRECA
Lisa Ekleberry, TRECA
EMIS-IT’S IMPORTANT
• ODE uses it to PAY you
– To GRADE YOU
– As the historical RECORD
ACCURATE EMIS REPORTING TAKES
TEAM WORK
1.
2.
3.
4.
5.
6.
Organize
Communicate
Work Together
Communicate
EMIS Coordinator is critical
Communicate
ACCURATE EMIS REPORTING TAKES
TEAM WORK
7.
8.
9.
10.
11.
12.
Building personnel are critical
Communicate
Central office personnel are critical
Consolidate/test data
Communicate
ITC sites are critical
Summary of the Data used in
Calculating the SF-3
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www.ode.state.oh.us
Click on Finance and Grants
Click on State Funding for Schools
Click on Funding for Traditional
Public Schools
• Click on District SF-3 Reports
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Who is “Counted in Average Daily
Membership (ADM)”?
Report students who are:
• Students who are attending as per 3313.64
O.R.C.
• Alternative school students
• Enrolled and attending with excused
absences during “count week”
• Post-secondary enrollment students
• ESC agreement or contract students
• Students attending elsewhere under a coop
agreement
Who is “Counted in Average Daily
Membership (ADM)”?
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All resident JVS students
Resident contract vocational students
MR/DD student
Tuition students as per 3317.08 O.R.C. (Direct
payment by parent)
• Note: Students in an Ohio “Home” and parents
living in another state cannot be counted in the
ADM
Reporting Student Data
Excused Absences
An excuse for absence from school may be approved on the
basis of any one or more of the following conditions:
a.
Personal illness.
The approving authority may require the certificate of a physician
if he/she deems it advisable.
b. Illness in the family.
The approving authority may require a written statement from a
physician and an explanation as to why the child’s absence was
necessary.
Reporting Student Data
Excused Absences (cont)
c.
Quarantine of the home.
The absence arising from this condition is limited to a period of
three days unless a reasonable cause may be shown by the
applicant child for a longer absence.
d.
Death of a relative.
The absence arising from this condition is limited to a period of
three days unless a reasonable cause may be shown by the
applicant child for a longer absence.
e.
Medical or Dental Appointment .
The approving authority may require a written statement from a
physician or dentist and an explanation as to why the child’s
absence was necessary.
Reporting Student Data
Excused Absences (cont)
f.
Observance of religious holidays.
Any child of any religious faith shall be excused if his absence was
for the purpose of observing a religious holiday consistent with his
truly held religious beliefs.
g.
Emergency or other set of circumstances.
Circumstances which in the judgment of the superintendent of
schools constitutes a good and sufficient cause for absence from
school.
h.
College Visitation
The approving authority may require verification of the date and time
of the visit by the college, university, or technical college.
Reporting Student Data
Excused Absences (cont)
•
If the absence is not one of the authorized reasons, the student
should be marked unexcused for that day.
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It does not count toward the ADM for the week.
•
Written documentation is required, dated and collected in a timely
fashion and should be maintained for five (5) years.
EMIS Coordinator’s October Checklist
 Contact the MR/DD for a list of students currently attending from
your district.
 Make sure you periodically review the CSADM web site.
 Make sure there are no missing or duplicated SSID numbers.
 Make sure all students in ESC operated classes are reported
correctly.
 Staff Class Master and Courses
 Determine if any KG students have an 11 handicapping condition.
 These will be excluded from the formula ADM.
 Some districts may code KG students as an 11 for unit
funding purposes if operating pre-school “units”.
EMIS Coordinator’s October Checklist (cont.)
 Review all unexcused absences for the count weeks. (see
next page)
 New excused absences for 08,09
 Prepare before and after October count week
 Review the EMSAGG6 report for student with no days
attendance and no reason
 Be sure IEP date is entered in EMIS record.
 Make sure that SF-3 Flow “Adjustment” report has been
reviewed and corrected.
October and February EMIS
ADM Data and the SF-3 Flow Report
SF3 Flow
Report Explanation
(.TXT_CCYYK_STU_SF3FLOW)
(.CSV_CCYYK_STU_SF3_FLOW)
(.TXT_CCYYK_STU_SF3FLOW_ALL)
Education Management Information System (EMIS)
OCTOBER AND FEBRUARY EMIS ADM DATA
and the SF-3 FLOW REPORTS
Includes:
• Data reported by your district;
• Resident students who are educated elsewhere;
• EMIS data that other districts have reported about
students that they are educating but are considered
legal residents of your district and for which,by law,
your district is considered to be responsible to
educate
EMIS Codes Reported by your District
STATUS
Definition
SF3 Line 1A-1D
SF3 Adjustment
10
Resident Student
Reporting District
None
11
In-state, non-resident tuition student
Reporting District
None
17
Non-resident residing with
grandparent (3313.64 ORC)
Reporting District
None
18
Non-resident senior attending
(3313.64 ORC)
Reporting District
None
EMIS Codes Reported by your District
SF3 Line 1A-1D
SF3 Adjustments
Non-resident student – parent
district employee (3313.64
ORC)
Reporting District
None
1C
Foster Care Placement
(3313.64 ORC)
Reporting District
None
1D
Direct Pay Tuition (Parent
pays)
Reporting District
None
1P
All placement in a licensed
home, institution, group home
or other licensed residential
facility other than foster care
(3313.64 ORC)
Reporting District
None
STATUS
1A
Definition
EMIS Codes reported by your district
Definition
SF3 Line 1A-1D
SF3 Adjustments
1S
Non-resident
Superintendent
Agreement
3313.64 ORC
Reporting District
None
1T
All institutional
placements that are
not court ordered,
or foster care
Reporting District
None
1W
Non-resident
attending under
Title I public
school choice
Reporting District
None
1Z
Autism Scholarship
Program
Reporting District
None
STATUS
EMIS Codes that show students are being educated
somewhere other than your district:
Definition
SF3 Line 1A-1D
SF3 Adjustments
25
Post Secondary instructing student
Reporting District
Based on Post
Secondary Forms
2V
Cleveland Scholarship and
Tutoring Program Voucher
Program
Reporting District
Based on Cleveland
Scholarship Data
STATUS
EMIS Data that OTHER districts have reported about students
they are educating who are residents of your district or by law
your district is responsible to educate:
SF3 Line 1A-1D
SF3 Adjustments
12
In-state, non-resident,
vocational contract
Resident District
Based on EMIS data
received from the
educating district
13
In-state, non-resident,
non-tuition, noncontract
Resident District
None
19
Non-resident, Open
Enrollment (Regular
district and JVSD)
Resident District
Based on data submitted
on the SF-OE form
Resident District
Based on EMIS data
received from the
educating district
STATUS
1B
Definition
Non-resident, Special
Education program
EMIS Data that OTHER districts have reported about students
they are educating who are residents of your district or by law
your district is responsible to educate:
STATUS
49
Definition
JVS Open
enrollment
students
SF3 Line 1A-1D
SF3 Adjustments
Resident District
Based on data submitted
on the SF-OE form
OTHER districts reported students they are educating, BUT
the SF-3 monies are initially sent to the sending district:
STATUS
10,11,17,
18,1A,1C,
1D,1P,1S,
1T,1W
Definition
SF3 Line 1A-1D
SF3 Adjustments
JVSD Students
Only
Sending District
None
How to decipher the
SF-3 Flow report???
EMIS REPORTS TO VERIFY SF-3 ADM
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459. TRECA_044339_00_20071124.TXT_2008K_STF_ESP_STAFF
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460. TRECA_044339_00_20071124.TXT_2008K_STU_SF3FLOW
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461. TRECA_044339_00_20071124.TXT_2008K_STU_SF3FLOW_ALL
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462. TRECA_044339_00_20071124.TXT_2008K_STU_SF3_ADJ
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463. TRECA_044339_00_20071201.CSV_2008K_STU_SF3_ADJ
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464. TRECA_044339_00_20071201.CSV_2008K_STU_SF3_FLOW
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465. TRECA_044339_00_20071201.TXT_2008K_STF_ESP_STAFF
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466. TRECA_044339_00_20071201.TXT_2008K_STU_SF3FLOW
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467. TRECA_044339_00_20071201.TXT_2008K_STU_SF3FLOW_ALL
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468. TRECA_044339_00_20071201.TXT_2008K_STU_SF3_ADJ
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482. TRECA_044339_00_20071220.TXT_2008K_STU_SF3_CS_3
SF-3 FLOW REPORT
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PROGRAM: NEW_2008_SF3FLOW-2
PAGE: 1
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SOURCE: SF3
12/01/2007
OHIO DEPARTMENT OF EDUCATION
EDUCATION MANAGEMENT INFORMATION SYSTEM
SEQUENCE: COUNTY
DATE:
SCHOOL YEAR: 2007-2008
SF-3 FLOW REPORT
District: Marion City SD
County: Marion
IRN: 044339
-----------------------------------------------------------------------------------------------------------------------------------GROUP
CAT 1
CAT 2
CAT 3
CAT 4
CAT 5
CAT 6
JVS
OTHER
(Line 1A) (Line 1B) (Line 1C) ( Line 1D) (Line 1E) (Line 1F) (Line 1G/1H) (Line 1I)
Total K
Total 1-12
JVS-SE Jointure
JVS-SE Non-Joint
JVS - 6-12 Jointure
JVS - 6-12 Non-Joint
District Total
21.00
124.00
0 .00
0.00
0.00
0.00
145.00
7.00
560.52
0.00
0.00
0.00
0.00
567.52
4.00
83.67
0.00
0.00
0.00
0.00
87.67
0.00
7.00
0.00
0.00
0.00
0.00
7.00
2.00
68.00
0.00
0.00
0.00
0.00
70.00
2.00
31.00
0.00
0.00
0.00
0.00
33.00
0.00
0.00
75.48
0.00
202.47
0.00
277.95
TOTAL
(Line 2)
411.00
3,694.43
0.00
0.00
0.00
0.00
4,105.43
447.00
4,568.62
75.48
0.00
202.47
0.00
5,293.57
5,293.57
SF-3 FLOW-ALL
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PROGRAM: SF3-FLOW-2008K
SOURCE: SF3
SEQUENCE: COUNTY
OHIO DEPARTMENT OF EDUCATION
PAGE: 2
EDUCATION MANAGEMENT INFORMATION SYSTEM
DATE: 12/01/2007
SCHOOL YEAR: 2007-2008
SF-3 FLOW REPORT
District: Marion City SD
County: Marion
IRN: 044339
-----------------------------------------------------------------------------------------------------------------------------------District: Mount Gilead Schools Ex Vill S IRN: 045534 County: Morrow
Attending: 064527
Submitted: 11/30/2007
CAT 1
STATUS GRADE
CAT 2
CAT 3
CAT 4
CAT 5
CAT 6
JVS
OTHER
TOTAL
(Line 1A) (Line 1B) (Line 1C) (Line 1D) (Line 1E) (Line 1F) (Line 1G/1H) (Line 1I)
(Line 2)
K
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
35 1-12
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.12
0.12
-----------------------------------------------------------------------------------------------------------------------------------District: Elgin Local SD
IRN: 048413 County: Marion
Attending: 044339
Submitted: 11/30/2007
CAT 1
STATUS GRADE
CAT 2
CAT 3
CAT 4
CAT 5
CAT 6
JVS
OTHER
TOTAL
(Line 1A) (Line 1B) (Line 1C) (Line 1D) (Line 1E) (Line 1F) (Line 1G/1H) (Line 1I)
(Line 2)
K
1.00
0.00
0.00
0.00
0.00
0.00
0.00
13.00
14.00
19 1-12
3.00
17.00
3.00
0.00
0.00
0.00
0.00
118.00
141.00
-----------------------------------------------------------------------------------------------------------------------------------District: Elgin Local SD
IRN: 048413 County: Marion
Attending: 065268
Submitted: 11/30/2007
SF-3 FLOW REPORT_ALL (cont.)
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PROGRAM: SF3-FLOW-2008K
PAGE: 6
SOURCE: SF3
DATE: 12/01/2007
SEQUENCE: COUNTY
OHIO DEPARTMENT OF EDUCATION
EDUCATION MANAGEMENT INFORMATION SYSTEM
SCHOOL YEAR: 2007-2008
SF-3 FLOW REPORT
District: Marion City SD
County: Marion
IRN: 044339
STATUS CODE TOTALS
------------------------------------------------------------------------------------------------------------------------------------
CAT 1
STATUS GRADE
(Line 2)
19
1B
10
1C
35
21.00
0.00
124.00
0.00
0.00
CAT 2
CAT 3
CAT 4
CAT 5
CAT 6
JVS
OTHER
TOTAL
(Line 1A) (Line 1B) (Line 1C) (Line 1D) (Line 1E) (Line 1F) (Line 1G/1H) (Line 1I)
65.00
0.00
501.52
1.00
0.00
10.00
2.00
75.67
0.00
0.00
0.00
0.00
7.00
0.00
0.00
0.00
0.00
70.00
0.00
0.00
4.00
0.00
29.00
0.00
0.00
27.93
0.00
255.02
0.00
0.00
694.29
822.22
0.00
2.00
3,407.02 4,469.23
4.00
5.00
0.12
0.12
SF-3_ADJ REPORT
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PROGRAM: ADJUSTMENT_2008K_REPORT
OHIO DEPARTMENT OF EDUCATION
EDUCATION MANAGEMENT INFORMATION SYSTEM
PAGE: 1
DATE: 12/01/2007
2007-08 HEADCOUNT/FTE ADJUSTMENT REPORT
DISTRICT: Marion City SD
COUNTY: Marion
IRN: 044339
DATE SUBMITTED: 11/30/2007
<---------------Submitted by Your District--------------> | <---------------------Submitted by Other District---------------------->
Disability Headcount ODE Adjusted
Disability Headcount ODE Adjusted
SSID
GRADE Condition or FTE Headcount/FTE | District
GRADE Condition or FTE Headcount/FTE
District total kdg:
District total 1-12:
0.00
0.00
0.00
0.00
Reduction in kdg headcount:
0.00
Reduction in 1-12 fundable FTE: 0.00
PROGRAM: FY2008K_SF3_CS_3
OHIO DEPARTMENT OF EDUCATION
SOURCE: CSADM / EMIS
EDUCATION MANAGEMENT INFORMATION SYSTEM
FY2008 CSADM / EMIS COMPARISON REPORT
(Included in FY2008 SF3 #2)
IRN: 044339
IRN
Resident District: Marion City SD
SCHOOL NAME
149047
149047
149047
149047
149047
149047
151076
Goal Digital Academy
Goal Digital Academy
Goal Digital Academy
Goal Digital Academy
Goal Digital Academy
Goal Digital Academy
Cardington Lincoln Loc Digital
SSID
PAGE: 4
DATE: 12/20/2007
County: Marion
GRD
HNDCP
FROM DATE
10
**
09/13/2006
12
**
09/18/2007
12
**
09/24/2007
12
10
09/13/2006
11
**
12/05/2006
11
**
10/18/2006
10
**
01/02/2007
-------------------------------DISTRICT TOTAL
TO DATE
CS ADJ COUNT EMIS
FTE* WK %* FTE* ADD IN* IND*
FN1689249
FO2010435
FO2509208
HW7337514
ID2072167
IE6340223
JQ4654311
1.00
1.00
1.00
1.00
1.00
1.00
1.00
141.15
* SEE http://www.ode.state.oh.us/school_finance/community_schools/default.asp 'CSADM-EMIS ADD IN' LETTER
Press RETURN to continue
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
1.00
1.00
1.00
1.00
1.00
1.00
1.00
30.60
120.14
Line 23E
Scholarship Deduction
5,446.71
4,993.94
5,446.71
Verifying Data Line 2 SF-3
ADM
MARION CITY SCHOOL DISTRICT
SOURCE:
SF-3 FLOW REPORT
(Match date on the SF-3)
5,298.57
Community School FTE
(SF3_CS_3 Report)
ED Choice/Scholarship Pupils
++
120.14
+
27.00
+
1.00
(Line 22 E SF-3)
MR/DD PUPILS
(Line 1J SF-3)
=
October Reporting
October Total ADM
5,446.71
October ADM
4,085.03
(75% of ADM)
February Reporting
(25% of ADM)
(October data used until actual data
is available)
+
Projected February
ADM
1,361.68
=
Line 2 SF3
5,446. 71
SF-3 FLOW REPORT FINANCIAL IMPLICATIONS FY08
*Period K October Data FY 08 last processing date for EMIS data February 1, 2008 Period C February Data FY 08-last processing date for EMIS data April 25, 2008
EMIS Student
Status Code
Financial Implications)
Process for Payment or Deduction
Form/Report
1 C Foster
Placement;
1T Parental
Institutional
Placement
1P Court Placed
Group Home
1W Nonresident
Title I
Income- educating district receives (ADM)
plus (weighted amount times the district’s
state share)
Students without disabilities– Tuition rate of the district of
residence is deducted on the Foundation Settlement Report
(educating district is paid their tuition rate).
Students with disabilities– Tuition rate of the educating
district is deducted from the district of residence on the
Foundation Settlement Report
Excess Cost-Educating district must file a SF-14H in order
to file SF-6. Excess cost amount is deducted from the
district of residence and paid to the educating district
through the Foundation Settlement Report.
SF-14
SF-14H
SF-6
Feb 1 (July – Dec)
August 1 (Jan – June)
Feb 1 (July – Dec)
April 1 (last day to make corrections
to 1st half reporting)
August 1 (Jan – June)
December 1: Filed by educating
district to certify excess cost.
19 Open
Enrollment
Deduction (line 22C SF-3)
Included in the ADM of the resident
district.
Note: Special Education weights do not
transfer to educating school district
Preliminary Payment based on October data
Students with disabilities– Educating district must file SF6 to receive excess cost. Deduct reported on the statement of
settlement (not required to file SF-14H Report).
SF-OE
SF-6-filed by
educating
district
June 30th or 2 wks after receipt of
form SF-OE from educating district
December 1: Filed by educating
district to certify excess cost for open
enrollment students with disabilities
25 Post
Secondary
Enrollment
Deduction- shown on the Statement of
Settlement
Deduction Settlement Report JV15
PS SF-140A
PS SF-140B
April 30
June 1
12 Contract
Career-Tech/
Adult Ed
Deduction (line 22D SF-3)
Deduction as reflected on the SF-3
Contract
with
educating
district
Actual EMIS Data January #2
1B Contract
Special
Education
Deduction (line 22D SF-3)
Basic Aid amount + special education
weighted amounts goes to the educating
district from the resident district.
Deduction as reflected on the SF-3
Educating district must file excess cost report (not required
to file SF-14 H Report).
1Z
Deduction (line 22D SF-3) Students
enrolled in the Autism Scholarship
Program (ASP).
Deduction as reflected on the SF-3 Line 22 D on a quarterly
basis; $20,000 maximum amount for 1.0 FTE, prorated if
student is enrolled in ASP for less than one year.
SF-6 –filed
by educating
district
Parent files
application
with ODE.
Timelines)
Actual EMIS data January # 2
December 1: To certify excess cost for
contract students with disabilities
No deadline, parent can apply
anytime during the school year.
Validation & Verification
• Validation Tools
– EMSAGG5 error report
– eSIS to EMIS reports
– ODE reports
• Verification Tools
– EMSAGG6 exclusion report
– EMSAGG7 inclusion report
– eSIS to EMIS reports
– ODE reports
EMSAGG 5
• Shows data validation errors
– Starting point – not an ending point
– Fatals
– Warnings
– Have you seen your district’s agg5?
EMSAGG 6
• Shows students being excluded
– EMIS coordinator should verify for accuracy
– Some students should be excluded
• Summer withdrawals
• Zero attendance/excused absences
– Have you seen your district’s Agg6?
eSIS EMIS Tools
Data Verification
• Are you leaving money on the table?
• Staff experience and salary
• Unexcused student absences
• Weighted funding for special education
• Who reviews your district’s reports?
EMSAGG 7
• Shows who is being included in ADM
– Verify for accuracy
– How many FTEs are you losing to unexcused
absences?
• Who’s seeing this report in your district?
Special Education
Weights
Cat 1
Cat 2
Cat 3
Cat 4
Cat 5
Cat 6
Speech
Cog/SLD
OHI Minor
Hearing/Vision
Emotional
Orthopedic
OHI Major
MH
Deaf-Blind/TBI
Autism
.2892
.3691
1.7695
2.3646
3.1129
4.7342
Impact of Weighted
Funding
Category 1 – speech only
21 KG/.50 + 121 1st to 12th graders = 134.50
Students x basic aid x weight x state share x .90 = add’l funds
134.500 x $5,565 x .2892 x 74.53% x .90 = $145,197.58
Each speech only student is funded an extra $1,079.00
View from 40,000 Feet
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General Missing Data Report
Enrollment Report
EMIS Submission Status
SF3 Headcount Adjustment
SID Validation
Disability Report – VI-B funding
Street Level View
• Maximize Student ADM Funding
– Clear all AGG5 fatals
– Compare AGG7 student by student
– Compare EMIS handicap report w/SIS
– Check disadvantaged student reporting
– Review unexcused absences
– Clear SID validation errors
– Clear SF3 adjustment report
Street Level View cont.
• Maximize Staff Funding
– Clear fatals on EMSRDET
– Review Line 13 a,b,and c on SF3
– Check accuracy of
• staff experience
• staff education level
• staff salary
– Use DEMO JOB.csv for validation
Open Discussion/Questions?