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Withdrawing Students Tammy Hrosch EMIS Services Manager, MDECA Presented at OAEP Fall Conference, October 24, 2014 1.

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Presentation on theme: "Withdrawing Students Tammy Hrosch EMIS Services Manager, MDECA Presented at OAEP Fall Conference, October 24, 2014 1."— Presentation transcript:

1 Withdrawing Students Tammy Hrosch EMIS Services Manager, MDECA Presented at OAEP Fall Conference, October 24,

2 Why is the Process of Withdrawing Students SO important? Well being of the child EMIS reporting requirements State Auditor’s Office Accountability District and Ohio Department of Education Policy Federal and State Law 2

3 Information Necessary to Withdraw? All about answering these questions Who? Why? Where? What? When? 3

4 B EST PRACTICE – DISTRICT DEFINES WHAT THIS LOOKS LIKE IN DISTRICT / BUILDING POLICY Involves a lot of people! Student Siblings Parent/Guardian Secretary Central Registrar Guidance Counselor Teachers (including Special Education, Gifted, ESL, etc.) Children’s Services Attendance Officer EMIS Coordinator Treasurer Superintendent Law Enforcement Judge New educating entity staff Who? 4

5 Compulsory Education A child between six and eighteen years of age is “of compulsory school age” (ORC (A)(1). If a child enrolled in kindergarten is under the age of six, that child is considered “of compulsory age” unless the child’s parent or guardian, in consultation with the child’s teacher and principal, withdraws from kindergarten. Although a child is not required to attend school after reaching the age of eighteen, a child is entitled to attend school until the age of twenty-two. (ORC (B) See Student Enrollment Overview V1.0 for information regarding reasons why students of compulsory age in Ohio may not be required to attend school as well as reasons an enrolled student can be excused from school. 5

6 Why? When withdrawing a student, you should use the code that is the closest to correct for that situation (Unicenter ticket ) Report the Withdrawal Code that you can document (Unicenter ticket ) ** Important A complete list of Withdrawal codes can be found in the EMIS Manual, 2.4 Student Standing FS 4.0 pg

7 Reasons NOT to Withdraw Students with whom your district has an EMIS relationship Resident students court placed out Resident students open enrolled out Resident students attending JVSD’s and Career Tech Centers Resident students attending another district via a Superintendent’s Agreement Resident taking PSEO courses full time School-aged students educated by the ESC Student at Department of Youth Services Expelled special education student your district is continuing to educate More reasons…. (2.4 Student Standing FS 4.0 pg ) 7

8 What Documentation? Generally, for many of the withdrawal codes, a document from another party (e.g., a parent, another district, a court, etc.) is required for withdrawal. If nothing is received from a responsible party outside the district, then documentation of the steps taken and information gathered by district staff must be on file. ( examples: call logs, student notes ) In such instances, if an ODE system (SCR, SOES for example) shows that a student has enrolled in another district, a screen print along with documentation of confirmation of admission from the other district can be maintained in the student file to document the withdrawal. (2.1.1 Student Enrollment Overview V1.0 pg. 2) 8

9 Records Retention Districts must maintain documentation to support any withdrawal code reported for a student. Ohio Revised Code requires that districts maintain a “membership record” that includes certain information regarding every student enrolled, including withdrawal dates and days absent.” Documentation can be hardcopy or electronic copy; districts should follow local policy and practice for this. All excuses from parents, as well as other documents pertaining to the student’s enrollment, attendance, and withdrawal from the district, become a part of the official attendance record and must be maintained regardless of format or condition. (2.1.1 Student Enrollment Overview V1.0 pg. 3) *Action Point – look at your district’s records retention policy 9

10 Records Retention, cont. In situations where the responsibility for a student is shared between districts (e.g., JVSD students, court placed students, etc.), it is not required that both districts maintain copies of all relevant documents. The districts involved should work together to ensure that relevant documentation exists, and the district that is not maintaining copies should document in the student’s file that the district is relying on the documentation maintained by the other district. (2.1.1 Student Enrollment Overview V1.0 pg. 2) * Suggested that we include a note in our RECORDS RETENTION POLICY “For Out of District students, we rely on the permanent files and documentation of the building that students are attending” 10

11 Enrolling students As part of ensuring a student’s right to a free and appropriate education, students cannot be denied admittance while a district awaits previous educational records or proof of residency. (2.1.1 Student Enrollment Overview V1.0 pg. 8) One exception to this is for students released from Department of Youth Services (DYS) prior to enrollment. Upon release from DYS, students are not to be admitted to a district until the students’ transcripts, behavioral reports, and any IEP are received. See ORC (D)(4) for information regarding the reports required to admit a student under these circumstances. (2.1.1 Student Enrollment Overview V1.0 pg. 19) Districts cannot refuse to enroll a student or delay a student’s entrance into school based on the time of year. (Example: if a student appears in a district and applies for enrollment during the last few weeks of the school year, the district cannot refuse the student’s admittance until the following school year. (2.1.1 Student Enrollment Overview V1.0 p. 11) 11

12 Records Requests Records requests must be sent to prior educational entity within 24 hours of enrollment. ORC (A)(3) Records requests must be completed and returned within two weeks of receipt of the request. ORC (B)(1) You as a school requesting records from a school from which the student has transferred do NOT need parental permission to request or for the district to release those records to you. www2.ed.gov/policy/gen/guid/fpco/ferpa/index/html 12

13 Dates in General, When? Enrollment on any given school day indicates that the student attended school that day. The admission date is at the start of the day. A newly enrolled student cannot be reported as absent prior to attending for the first time. The admission date for a newly enrolled student should be their first day of attendance. (Unicenter ticket ) A withdrawal on any given school day indicates that the student was enrolled that day. A withdrawal date is at the end of the day. Note: Admissions are mornings / Withdrawals are afternoons Newly enrolled students cannot be absent until they have attended one day in the district. DOES NOT apply to rollover students. 13

14 Withdrawal Dates Summer withdrawals must be dated between July 1 and the day before the first day of school. DO NOT withdraw a summer withdrawn student on the first day of school. Only report a student as withdrawn on the first day of school if they actually attended and then withdrew on the first day of school. Summer withdrawals after 7/1/2014 can cause overlapping errors in EMIS since some schools start earlier than your school. 14

15 Supporting the Withdrawal Date Generally speaking, the withdrawal date a district reports is the date that is supported by the documentation that is on file. If the district has a signed form from a responsible party outside the district, then either the date indicated on the form (when notice is given in advance of the student’s last day) or the date of receipt of the notice itself should be used. If the district doesn’t have a signed form, but does have a records request, then the student is withdrawn one day prior to the enrollment indicated on the records request. If neither of these documents is on file, then the most appropriate, documented, date should be used (e.g. date of death, date of medical withdrawal, etc.) (2.1.1 Student Enrollment Overview V1.0 pg. 2) 15

16 Withdrawal Dates Question QUESTION- EMIS Guide states, “Students enrolled in a different district (B) as of that district’s (B) first day of school are reported by District A as summer withdrawals.” So should we today, withdraw this student with a summer date or do we withdraw a day before the anticipated start date of the new district and apply unexcused absences until that date? ANSWER- As long as the student is enrolled in the new school on the new school’s first day, then he/she can be withdrawn now as a summer withdraw. Keep in mind though that if you are the student’s resident district, you need to be sure they do enroll in the new school. If they don’t, truancy falls to you and you won’t be able to report them as a summer withdrawal. (Unicenter ticket ) 16

17 The Gray Area A student withdraws from your district to another educating entity. There are school days between the time that the student is withdrawn and the student enrolls in their new school. Maybe the student is withdrawing to a neighboring district, or maybe to another state, or maybe even another country. How long does the student have to enroll in the new school? The answer is that there is no set timeframe in law.(per Holly Reedy, OSBA) 17

18 EMIS Reporting versus Truancy *Some districts are over reporting unexcused absences. Might need to open discussions in district to look at old policies. Districts are responsible for ensuring that students receive a free and appropriate education. As part of this responsibility, districts must sometimes attempt to compel students to attend school so that they can be educated. Most of what districts do to compel students to attend is not reported to EMIS. (2.1.1 Student Enrollment Overview V1.0 pg. 1) 18

19 EMIS Reporting versus Truancy The data reporting requirements for ODE may not be the same as the district’s documentation maintenance requirements. For example, a student is reported to EMIS as withdrawn due to truancy, that student is no longer reported to EMIS. The district’s responsibility to that student, however, does not end. The district must still maintain an accurate count of absences (outside of EMIS). (2.1.1 Student Enrollment Overview V1.0 pg. 2) 19

20 Withdrawing a Student in a Perfect World Responsible party completes withdrawal paperwork Student is withdrawn in student information system The student enrolls in the new school as expected Data is submitted by both entities to the Student Cross Reference System within 30 days (SCR) Records request is received from new school Records request is filled as soon as possible and within two weeks Records retention policies are followed 20

21 Withdrawing a Student in the REAL World Student fails to return to school after summer break Student stops attending mid year with no indication of a withdrawal Student enrolls and never shows up Responsible party withdraws the student and no records request is received from the new school Responsible party withdraws and records request is received from a school other than the school indicated on the withdrawal paperwork Newly enrolled student’s records request is sent to prior educating entity and nothing is received within two weeks Records retention policies are not understood by those processing the documents 21

22 30 Day Rule ORC (D). No public school may enroll or withdraw a student from the education management information system established under section of the Revised Code later than thirty days after the student’s actual enrollment or withdrawal from the school. Does not state that students may not be withdrawn from EMIS States that students must be entered in or withdrawn from EMIS within 30 days of the event (and reported to the Student Cross Reference System) If you do not report an admission within the timeframe, your funding will be affected if you are educating (Unicenter ticket ) 22

23 Student Cross Reference System (SCR) Part of the purpose of the SCR is to help expedite communication between districts (Unicenter ticket ) The SCR date stamps submission so we (ODE) will know when a student was first reported via the SCR. (Unicenter ticket ) The 30 day rule does also apply to preschool funding. In FY15, preschool funding is based on a headcount that is adjusted for the portion of the school year that the student is enrolled. If the student is not reported with 30 days, the district will not get funded for the full headcount. (Unicenter ticket ) 23

24 District Level Policies Though state law does place many requirements on districts, much is still left up to local attendance policy. Superintendents must develop guidelines that establish procedures so that students and parents have the opportunity to challenge the district’s attendance record prior to the withdrawal of the student. Districts must also have local policies to guide employees in addressing and resolving student’s habitual truancy. As these policies have an impact on EMIS reporting, it is important for district staff to be aware of and familiar with these policies. (2.1.1 Student Enrollment Overview V1.0 pg. 8) 24

25 District Processes vs EMIS Reporting Rules A responsible party completing withdrawal paperwork for a student is sufficient to begin the withdrawal process. Method 1- Responsible party withdraws the student, district withdraws student and waits for confirmation of enrollment at the new school. Method 2- Responsible party withdraws the student, district keeps student enrolled and records absences until confirmation of enrollment at new school is received. The district then back dates the withdrawal date to the appropriate date and removes irrelevant absence events. Both have the same final result but which method is better? 25

26 District Processes vs EMIS Reporting Rules Method 1 is the better choice. Method 1 is the most accurate since the student is actually withdrawn. Method 1 allows more timely/accurate data to be reported to the SCR. If the student does not arrive at the new school as expected, the student would NOT be reenrolled or have their withdrawal event removed to pursue truancy. Method 2 is more time consuming and has more room for error. 26

27 Preschool Withdrawal 36Withdrew from Preschool – Student has withdrawn from a preschool program (for any reason) Preferred Documentation- Either documentation that the child had completed the preschool program or a note from a parent when the child does not complete the program. Documentation of notice from the parent indicating the parent’s decision to withdraw the student. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 27

28 Kindergarten Withdrawal 37 Withdrew from Kindergarten – Deemed to be in the best interest if student waits one more year until starting kindergarten experience; may only be used for students with a grade level of KG. Preferred Documentation- Documentation from those who decided (including the parent/guardian) this it is in the best interest of the child to wait an additional year before starting kindergarten. Documentation of notice from the parent indicating the parent’s decision that the student is not ready for kindergarten. Withdrawn to IRN = ****** If the kindergarten withdrawal is not for the reason listed above, then a more appropriate withdrawal code should be reported. (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 28

29 Withdrawal due to Max Grade/Entity Closing 38 - Promoted Beyond Max Grade/Entity Closing – Student can no longer be reported under the entity’s current IRN (Community School grade range does not include grade student promoted to; entity student has been attending is closing or merging with another). Preferred Documentation- Evidence that the student completed the maximum grade offered by the community school /STEM school (must be lower than 12 th grade) or ODE must show that the entity has closed. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 29

30 Services Only Student Withdrawal 39 Non-Enrolled Student No Longer Receiving Services from District – Non- Enrolled Student No Longer providing services (these students will be How Received code = 6) Preferred Documentation- Evidence that the student had previously been receiving services only, as well as documentation from a parent or district discontinuing the services. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 30

31 Withdrawal Out of State 40Transferred to Another School District Outside of Ohio- Transcript request on file. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 31

32 Withdrawal to Another Ohio School District 41 Transferred to Another Ohio School District- Local, Exempted Village, or City, transcript request on file. This withdrawal code is also used when students withdraw to a community school. Withdrawn to IRN = Valid Ohio District IRN. Local, Exempted Village, City, or Community School IRN. Check OEDSR for Valid IRNs. (These students impact your graduation rate – make sure they show up in the school you withdrew them to) (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 32

33 Withdrawal to Private School 42Transferred to a Private School- Transcript request on file, i.e., Ed Choice students. Withdrawn to IRN = Valid Non-Public IRN. When not available report (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 33

34 WD Codes 40, 41, and 42 Preferred Documentation- At least ONE of the following A signed withdrawal form from a responsible party outside the district that includes the last date attended in the district and the name of the new district/school. Documentation of notification from an ODE system that the student has enrolled in another Ohio district (student must be a known match by more than just SSID) A hard copy or electronic records request from the new district/school with the date enrolled in the new school (preferred) and/or the date the request was received. Documentation of notice from the parent or other district/school that the student has transferred. Any notice received only verbally must be documented with details of who provided the information, how it was provided, who received it, and when it was received. The district must document its efforts to receive preferred documentation. (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 34

35 Withdrawal to Home Schooling 43Transferred to Home Schooling- Superintendent’s approval on file. Preferred Documentation- Appropriate approval documentation. For students living in local districts, the approval comes from the ESC. Students who live within a city or exempted village school district must have the appropriate documentation and approval from the district superintendent on file. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 35

36 Withdrawal by Court Order/Adjudication 45Transferred by Court Order/Adjudication- A public district other than yours has been designated as responsible for paying for the education. The resident district should not withdraw ANY Students placed into the Department of Youth Services. Preferred Documentation A copy of the court order. Note that students placed into DYS are not to be withdrawn from their resident districts. Withdrawn to IRN = Valid Ohio District IRN (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 36

37 Withdrawal Out of the Country 46Transferred out of the United States Preferred Documentation- Any of the documentation listed for withdrawal reasons 40 through 42. An additional option for students in formal foreign exchange programs is documentation that the program has ended for that student. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 37

38 Withdrawal Pursuant to Yoder vs. Wisconsin 47Withdrew Pursuant to Yoder vs. Wisconsin Preferred Documentation- Documentation that the student has completed at least the eighth grade and a signed withdrawal form from the parent indicating that the child is being withdrawn in accordance with truly held religious beliefs. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 38

39 Withdrawal due to Expulsion 48 Expelled Preferred Documentation- Copies of the notices that are required to be sent to parents. Copies of the supporting disciplinary reports must also be maintained. If a district is honoring a JVSD expulsion, then the district should obtain supporting documents from the JVSD Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 39

40 Withdrawal for Medical Reasons 51Verified Medical Reasons – Doctor’s authorization on file. Preferred Documentation A signed document from a health professional If a district cannot obtain a signed document from a health professional, it must maintain the notice or records it is able to obtain of hospitalization, admission to a nursing home or rehabilitation facility, etc. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 40

41 Withdrawal Due to Death 52Death Preferred Documentation Documentation received from the family If a district does not receive the documentation, copies of dated obituaries, death notices, and memorial cards are also acceptable. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 41

42 Drop out Withdrawal Codes 7X codes are drop out codes All of the drop out codes count against the last educating entity. (Unicenter ticket ) Student who withdraw to pursue a GED should be withdrawn with the most appropriate 7X code (Unicenter ticket ) 42

43 Withdrawal for Truancy or Nonattendance 7 1Withdrew Due to Truancy/Nonattendance Preferred Documentation- This withdrawal code requires the district to maintain a significant amount of supporting documentation. All steps taken by district staff to compel the student to attend school must be documented. The student’s absences must be accurately and completely documented. Documentation must continue beyond the withdrawal of the student in EMIS. Report a 71 withdrawal code ONLY when the student has been declared truant by the court (Unicenter ticket ) Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 43

44 Withdrawal for Employment/Work Permit 72Withdrew Pursued Employment/Work Permit Preferred Documentation- A copy of the work permit signed by the superintendent. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 44

45 Withdrawal Over 18 73Over 18 years of Age Preferred Documentation- A signed withdrawal form from the student, along with proof of the student’s age (e.g., a copy of the birth certificate) Documentation of notice from the student, along with proof of the student’s age (e.g., a copy of the birth certificate). Any notice received verbally must be documented with details of who provided the information, how it was provided, who received it, and when it was received. The district must also document its efforts to receive the preferred documentation. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 45

46 Withdrawal Moved Unknown 74Moved – Not known to be continuing Preferred Documentation The steps taken to make this determination must be documented and maintained. This may include official notes from the attendance/truancy officer, returned mail with a forwarding label attached by the post office, or a registered letter returned due to intended recipient having moved. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 46

47 Withdrawal Did Not Pass OGT 75 Student Completed Course Requirements – Student Completed Course Requirements but did NOT pass the appropriate statewide assessments required for graduation. In the case of a student on an IEP who has been excused from the individual consequences of the statewide assessments, using this code indicates that the student completed course requirements but did not take the appropriate statewide assessments required for graduation. Preferred Documentation- Student’s transcripts and test scores, where applicable, must be maintained. If an IEP states that a student is not required to pass one or more sections of the graduation assessment, then that information must be maintained as well. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 47

48 Withdrawal Due to 105-Hour Rule 76 Non-Attendance According to the 105-Hour Rule Preferred Documentation- Documentation of the student’s continuous, unexcused absences must be maintained. Withdrawn to IRN = ****** The 76 withdrawal code can be used for five year old kindergarten students (Unicenter ticket ) (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0 ) 48

49 More about the 105 Hour Rule ORC (C) A student’s enrollment shall be considered to cease on the date on which any of the following occur: (3) The student fails to participate in learning opportunities and has not received an excused absence for one hundred and five continuous hours. If the student is withdrawn from the district for failure to participate in learning opportunities under division (C)(1)(a)(v) of this section and the district board determines that the student is truant, the district shall take the appropriate action required under sections and of the Revised Code. This rule is about non-attendance/truancy Withdrawing from EMIS does not end a district’s responsibility to a student This rule applies regardless if the district is reporting days or hours for FY15 **District still has to pursue truancy – can’t just withdraw- DOCUMENT** 49

50 Withdrawal Due to Non-Testing 77Withdrew due to ORC (non-tested) Only e-schools, internet or computer based community schools, should use this code. If the student for two consecutive years, has failed to participate in the spring administration of any assessment that the student is required to take, the district must notify ODE. The district cannot be funded for this student. The student can remain enrolled via tuition within specific reporting criteria. Reference the EMIS Manual 2.4 Student Standing Record. Preferred Documentation- Documentation showing that the student was not tested during the prior two years. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 50

51 Withdrew No Longer Eligible 79 No Longer Eligible to be Enrolled in District- Student eligibility changed, district does not know where the education will be continued. Preferred Documentation- Documentation that proves that the student is no longer eligible to be enrolled in the district. This could be documentation from a residency investigation that determined a student does not qualify as a resident, documentation indicating the end of a superintendent’s agreement, or other documentation supporting the student’s change in eligibility. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 51

52 Withdrew Due to Error 81 - Student Reported in Error- Never should have been reported. Preferred Documentation- Documentation that explains the nature of the error and supports such a withdrawal. Withdrawal date should be same as the current enrollment date (Unicenter ticket ) Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 52

53 Withdrawal for Graduation 99 Completed High School Graduation Requirements- Student completed course requirements and passed the appropriate statewide assessments required for high school graduation. In the case of a student on an IEP who has been excused from the individual consequences of the statewide assessments, using this code indicates that the student completed course requirements and took the appropriate statewide assessments required for high school graduation. Preferred Documentation- Student’s transcripts and test scores. For special education students, a copy of the IEP excusing them from the consequences of graduation assessments must also be included. Withdrawn to IRN = ****** (2.4 FS Standing V4.0 and Student Enrollment Overview V1.0) 53

54 Withdrawal for Graduation JVS QUESTION- Student attending a JVS graduates from their home district. Should the JVS withdraw students using a code of 41 or a code of 99? ANSWER- If the JVS knows the student will be graduating, then they can withdraw them with a 99. (Unicenter ticket ) 54

55 When to Change a Withdrawal Code Example: Student is withdrawn on September 15 th when the student meets the threshold for the 105 hour rule. A withdrawal code of 76 is reported along with 105 hours worth of unexcused absences. The district subsequently receives a records request indicating an enrollment date in the new district of September 15 th. Since the enrollment date is prior to the 105 hour threshold, the withdrawal date can be changed to September 14 th and the withdrawal reason can be changed to the appropriate code. Absences on and prior to September 14 th should be reported to EMIS by the withdrawing district. 55

56 When not to Change a Withdrawal Code Same Example/different dates: Student is withdrawn on September 15 th when the student meets the threshold for the 105 hour rule. A withdrawal code of 76 is reported along with 105 hours worth of unexcused absences. The district subsequently receives a records request indicating an enrollment date in the new district of September 17 th. Since the enrollment date is AFTER the 105 hour threshold, the withdrawal date should remain September 15 th and the withdrawal reason of 76 should remain. Absences on and prior to September 15 th should be reported to EMIS by the withdrawing district. 56

57 When to Change a Withdrawn to IRN QUESTION- We have a student who was our student for 13/14. Secretary called and spoke to parents and they indicated he was going to attend a community school. We did not receive any request for records. He did not attend our district at all this year. On 9/11/14, we received a request of records from District C. So what WD date do we use? Do we add in unexcused absences until 9/11 and withdraw 9/11? I know that a district can withdraw a student based on the parent's request, so is it correct that we use the w/d information to the community school that the parent provided? ANSWER - The withdrawal date would be the date that can be documented for the withdraw. In this instance, the documented date that the parent withdrew the student to the community school. However, since you know based on the records request that the student is now at District C-- and does not appear to have attended the community school--report the student as going to District C. (Unicenter ticket ) 57

58 Withdrawn then reenrolled A student who is withdrawn due to the 105 Hour Rule on Monday shows up for school the very next day. The withdrawal date is a day of attendance and the enroll date is a day of attendance. Therefore, based on this scenario, there were zero days where the student was not enrolled. Reporting the withdrawal and reenrollment will create an EMIS error, “contiguous FS records are not a withdrawal and readmit”. In this situation, the withdrawal should not be reported. (Unicenter ticket ) 58

59 Student withdraws and re-enrolls Student is withdrawn by a responsible party on Monday. Wednesday the responsible party re- enrolls the student. As long as the withdrawal and re-enroll is properly documented, then it should be reported as such (Unicenter ticket ) Student is withdrawn by a responsible party on Monday and is reenrolled Tuesday, the very next school day. Since withdrawals are at the end of the day and enrollments are in the morning, there is no real break in enrollment and the withdrawal should not be reported. 59

60 Student just stops attending….. A student last attended school on March 12 th. Starting March 13 th, absences are recorded for the student. As part of the follow-up the district does on students who are absent, on March 26 th the district discovers that the student enrolled in another district on March 19 th. After obtaining confirmation from the other district that the student was enrolled and attending the new district on March 19 th, the original district withdraws the student with a date of March 18 th, counting the student absent from March 13 th up to and including March 18 th. 60

61 Student just stops attending….documentation Student absences will be recorded in the district’s student information system and reported through EMIS. Information from your staff regarding phone calls, letters, s, home visits, etc. to parent/guardian/student should be logged and maintained. A records request from new educating entity will serve as confirmation that the student is enrolled on a specific date. (Reminder again – EMIS reporting-buildings can back up what is being reported) 61

62 Student does not subsequently enroll as expected A student is withdrawn by a responsible party to another school district. A signed and dated withdrawal form is on file. The student was withdrawn with a code of 41 and a withdrawn to IRN of the school indicated on the withdrawal from. After waiting for a records request, none is received from the school where the student was to enroll or from any educational entity. The student remains withdrawn and truancy policies are followed. (Do NOT re-enroll student to pursue truancy proceedings-no EMIS reporting for truancy only) 62

63 Student does not subsequently enroll as expected QUESTION- District has a parent withdrawal form indicating withdrawal and new district. According to the chart in district can wd with a 41. Does that old district need to verify the enrollment in the new school? and if the student NEVER enrolls in the new school - do I need to change my withdrawal code? Or do I just need to follow up with truancy etc (outside of EMIS reporting)? Or am I done, just leaving my 41? ANSWER- If the student does not appear at the new school, then the old school should verify that the student has moved outside of their district. If the student still resides in the old school's district and does not appear to be enrolled in school, then the old district must pursue truancy FOLLOW UP QUESTION-...and so does the 'old' district not need to change their EMIS reporting of the 41 to something like a 74? I struggle on this because they have the parent form to 'justify' the 41...so would they leave the even if they discover 41 isn't accurate? ANSWER- They left the district per a form signed by the parent. That doesn't change. And the district can document that withdrawal code. It wouldn't be necessary to change the code to pursue truancy. (Unicenter Ticket ) 63

64 105 Hour Rule and special education students QUESTION- When a student is withdrawn because of the 105 Hour Rule, what happens with an IEP that expires after the withdrawal date? Are we responsible for keeping the IEP up to date even though the student is withdrawn? Or do we just have to make sure that the IEP is updated if they return? ANSWER- Even though the student is withdrawn (regardless of the withdrawal code) the district may still have additional responsibilities toward the student. If the student is a student with a disability the district may have additional responsibilities pursuant to federal or state law; if the district is unsure what those responsibilities are, the district should contact Anne Skaggs, the data manager in the Office of Exceptional Children. 65 (Unicenter Ticket ) 64

65 Unexcused absences spanned over two school years QUESTION- A student had two unexcused absences during the last two days of school in At the start of 14-15, they were a no show. They are actively following truancy however, they want to know if the two days from would count toward the 105 hour rule to withdraw the student or should only the unexcused days from be used to calculate 105 hours? ANSWER- …only the consecutive unexcused absences in the 14/15 school year would be used to determine when 105 hours are met. (Unicenter ticket ) 65

66 Expelled student attends elsewhere If a records request is received from another district during a student’s expulsion, the student’s withdrawal code is not to be updated. Another district agreeing to enroll the student does not change the documented reason for the student’s exit from the expelling district. (2.1.1 Student Enrollment Overview -V1.0 pg. 23) 66

67 Student leaves the country QUESTION- We have a large Hispanic community and other diverse cultures. It is custom for them to leave the county for months or up to a month to go back home for various reasons. We have the family sign a withdraw form and withdraw them to out of the country. If they return (and sometimes they do not) then we re-enroll them. We have the required documentation that the parent signs to withdraw them. Is there another procedure that would be recommended? ANSWER- The district cannot require the parents to withdraw their students in these instances. See of the EMIS Manual for more information. (Unicenter ticket ) 67

68 Student leaves the country If a student is out of the country for a period of time, the student should not be withdrawn and then reenrolled upon returning. If the student has received an excuse for the absence, the student is reported as any other student with an excused absence. If the student has not received an excuse for the absence, the district must document it’s efforts to attempt to ascertain the location of the student and when the student is expected to return. If the district is unable to ascertain information concerning whether or when the student will return, the district must follow the appropriate attendance and truancy laws and policies and may withdraw the student accordingly. If the district has documentation that the family no longer resides at its previous residence or anywhere within the district, the district may withdraw the student with the most appropriate withdrawal code. (2.1.1 Student Enrollment Overview -V1.0 pg. 18) 68

69 Student reported as a dropout then enrolls elsewhere QUESTION- If you withdraw a student with a 71 code and then two months or more down the line they enroll in another district, should the 71 code be changed to a 41 code? Is there a time limit on this? This situation is during the same fiscal year. ANSWER- When the court has determined the student is a truant and the student is subsequently withdrawn from the district with a “71” withdrawal code, the district does NOT change the original “71” withdrawal if the student enrolls at another district two months or so down the road. The “71” withdrawal accurately describes the reason the student was withdrawn. The district will need to maintain all documentation supporting the “71” withdrawal. (Unicenter ODE Ticket ) 69

70 Open enrolled student drops out Student has been opened enrolled from their resident district (A) to district B for a number of years. The student is denied open enrollment due to the student not following district B’s attendance policy. The student drops out of district B. District B reports a 7X withdrawal code District A reports a 41 withdrawal code with district B’s IRN. The student is still a resident of district A and is of compulsory school age. District A is responsible to compel the student to attend school and follow truancy policy. (Unicenter Ticket ) **District A does not take the drop-out but they DO pick up the truancy follow-up responsibility.** 70

71 Student drops out of a JVSD QUESTION-Student is withdrawn due to the 105 hour rule at the Career Tech Center. Does the home school district withdraw them with the new withdrawal code and the CTC withdraw them back to the home school? ANSWER- Both entities would withdraw with the 105 hour rule code of 76. (Unicenter ticket ) 71

72 Student over 18 drops out QUESTION- District A has a student who is 18 and is not attending school. Must the district look into the absences or can the student simply be withdrawn with 73 – Over 18 years of age? ANSWER- As long as the student has not met graduation requirements, the district must follow the appropriate attendance policies. That a student is 18 does not relieve the district of its responsibility to follow up with the student and to properly document her withdrawal if she does not return. (2.1.1 Student Enrollment Overview V1.0 pg. 29) 72

73 Student withdraws in prior school year QUESTION- Student was withdrawn in the prior school year and reported to EMIS in yearend however, the student’s record remained active in the next school year and was reported to the Student Cross Reference System in the new school year. ANSWER- Withdraw the student using the withdrawal code of 81 and a withdrawal date that is the same as the FS start date in the new school year. QUESTION- Same scenario except the student’s withdrawal was NOT reported to EMIS in yearend. ANSWER- Withdraw the student using the withdrawal code of 81 and a withdrawal date that is the same as the FS start date in the new school year. ALSO, report an FC (Student Missing Override) record to report the prior year withdrawal (Use Flat File Editor). (Unicenter ticket ) 72 73

74 What we have learned There are differences between EMIS reporting and truancy responsibilities Staff who are withdrawing students need to ask questions, find answers and follow through to the completion of the process* Every student’s situation can be unique Districts must report the most appropriate withdrawal code that aligns with documentation Retaining documentation is critical** * Staff members aren’t always motivated to follow policies ** Documentation is what auditors will be asking for 74

75 Resources ODE EMIS Manual – a/EMIS/EMIS- Documentation ODE EMIS Manual – education.ohio.gov/Topics/Dat a/EMIS/EMIS- Documentation Statewide Audit of Student Attendance Data and Accountability System- tatewide-Audit-of-Student-Attendance- Data-and-Acc education.ohio.gov/About/News/S tatewide-Audit-of-Student-At endance- Data-and-Acc LAWriter Ohio Laws and Rules - codes.ohio.gov/ Information Technology Center (ITC) Ohio Department of Education (ODE) 75

76 Questions? ODE Presentations at: EMIS-Professionals/Presentations Withdrawing Students Handout: all_Conferences/Withdrawing_Students_2014_Ha.pdf 76


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