Amy McCutcheon OME-RESA Preschool Training Amy McCutcheon OME-RESA

OME-RESA www.omeresa.net estaff@omeresa.net

Preschool Information ODE is responsible for licensing preschool programs operated by public schools, eligible community schools, ESC’s, boards of developmental disabilities, and some chartered nonpublic schools. To view ODE licensed preschools go to ODE’s homepage>Home>Early Learning>Preschool Licensing>ODE Licensed Programs

Preschool Information cont’d All ODE licensed preschools are required to report preschool students to EMIS Some ODE licensed preschool programs are also awarded the ECE grant. To view a list of ECE grantees visit ODE’s homepage Home>Early Learning>Preschool Licensing>ECE Grantees

Enrollment Documentation Upon entering school, students are required to present certain documentation. Ohio Revised Code 3313.672 spells out the documentation that is required by state law for a child to be enrolled in a district. Birth Certificate Proof of residency Custody/Foster Documentation if applicable Shot record

Admission Reason and SSID’s Admission reason for preschool students should be reported with the most accurate option. Most commonly used are: 4-Enrolling for the first time because of age 6-Transfer from another Ohio public school

Admission Reason and SSID’s cont’d Check to make sure if a student has an SSID already before creating a new one. If the student has an SSID, do not use the admission reason of 4, unless they truly never attended elsewhere. If a student already has an SSID, always use that SSID. Never create a new SSID for a student who already has one, regardless of the admission reason.

Admission Reason and SSID’s cont’d In some circumstances, it may be best to ask the parent of the child if they have attended a program in the past. Some entities can create SSID’s with less elements, making the SSID difficult to find without further research

Attendance ODE requires only one calendar to be reported for preschool students. This should reflect the hours per day attended by a full-time preschool student Attendance reporting for preschool students will not be exact, so districts should report to the best of their abilities.

Attendance Entities may report multiple calendars for different attendance patterns in order to report exceptions for subsets of students. For example: A district may want to have the same calendar reported for 3 different attendance patterns: AM, PM, and full day Each attendance pattern could have unique calendar exceptions

Attendance Even though preschools are not subject to the HB 410 requirements, ODE still wants the preschools to track and report attendance by the hour, as they would for all school age students.

Preschool Poverty Level The poverty level of the preschool student’s family must be reported to EMIS. This element is date effective and reported on each student’s FD record Valid Options A 0-100% D 151-175% G 201+ B 101-125% E 176-185% N Not a preschool student C 126-150% F 186-200% P Parent income information not requested or provide J Court ordered protective custody for Early Childhood Education participant

Preschool Poverty Level-Option P P-Parent income information not requested or provided This element may be reported for: A preschool student whose education is not supported by state funds A preschool student with a disability enrolled in either a state-funded Preschool Special Education center-based unit This Disadvantagement Element still needs to be reported for preschool students

Preschool Funding ECE Grant The Early Childhood Education Grant is a state-funded grant awarded to preschool programs who are required to provide comprehensive services that support a child’s growth and learning developmentally appropriate practices. The funds are awarded to existing high-quality early learning programs within high-needs areas of the state.

ECE Grant Programs awarded the ECE grant must achieve a 3,4, or 5 star rating in Step up to Quality (quality rating and improvement system administered by ODE and the Ohio Dept. of Job and Family Services) The per child allocation for the ECE grant is $4,000 These funds are used to provide preschool to economically disadvantaged children Child eligibility criteria must be met by all students included in a currently grant funded preschool.

Special Education Funding Ages 3 through 5 Requires 10 hours per week minimum $4,000 per child + differentiated amount based on district shared index and disability category State Foundation Payment Report (SFPR) Preschool students without a disability are not funded • FTE Fund Pattern Code NFRG

Funding cont’d Adjustment Not Eligible for Funding Filter on FTE Adjustment Result Code FT0032 (Warning) • Adjustment occurs when the student is not eligible for funding • Most common occurrence is for a preschool student without a disability which will result in a Fund Pattern Code that is non-fundable (NFRG) • Could occur when a student is incorrectly coded which will result in a Fund Pattern Code that is non-fundable (NFER) • Verify that preschool students with this adjustment do not have a disability • If student is school-aged, use ODDEX Records to verify the student’s Student Standing (FS) coding is correct between LEAs

Funding cont’d Adjustment Preschooler at DOR and ESC Filter on FTE Adjustment Result Code FT0013 and FT00014 (Informational) • FT0013 Adjustment for ODE Override - Preschool 50% at both Resident District and ESC, percent reduction or FTE reduction • FT0014 Adjustment for preschoolers who attend 50% at the ESC and 50% at the resident district AND there are DN records from both indicating that funds should be transferred to the ESC • Corrects the transferred amount for a 50/50 situation • Used when both entities are reporting 50% • When one entity is reporting 60% and one reports 50%, the “over 1 FTE” adjustment would apply

Tuition Collection The educating preschool entity sets the tuition rate Some students can be partially funded through a grant or special education program, and pay tuition to stay the rest of the day Districts and ESC’s collect tuition for preschool students as appropriate

ESC Transfers Preschool Special Education Agreements among ESC’s and Resident Districts may include an automatic transfer of funds. This process minimizes billing between entities. Districts and ESC’s report whether funds should be transferred on the DN Organization-General Information record

ESC Transfers cont’d TFRPSESCYS-Indicates the district and ESC have authorized the transfer of funds for special education preschool students TFRPSESCNO-Indicates the district and ESC have NOT authorized the transfer of funds for special education preschool students Report the appropriate element with the IRN associated with the agreement. ESC’s report resident district IRN Resident districts report ESC’s IRN

Reporting Guidelines Who Reports Who? Preschool programs can be complex and involve multiple entities which can cause confusion with reporting requirements Special education preschoolers must be reported by the educating and the resident district if different Only the educating entity is required to report typical preschool students Keep this in mind through the reporting guidelines to follow

Reporting Guidelines cont’d Who Reports Who? Reporting guidelines are broken down into the following categories ECE Non-ECE Could include the following programs: CTE Early Childhood Education Preschool Program Head Start special education students Any other ODE licensed Preschool that is not ECE

Percent of Time NEW As of FY20 Hours Per Day Students in grades PS through 8 should be calculated using the “Hours per day” calculation Example Preschool student attends 2.5 hours out of a 6.91 hour schedule The percent of time would be 2.5/6.91=36%

Percent of Time Preschool funding is based on a headcount regardless of the percent of time It is possible for every preschool student to have a unique percent of time

How Received Elements The most common How Received elements used for preschool students are: *: No other code applies E: Preschool ECE Early Childhood Education Grant, which trumps all other how received codes H: ESC Providing Instruction and related services. This is only used by the ESC in the case of preschool students

Sent to Elements For resident districts with special education preschool students placed elsewhere, they will need a sent to reason. Some examples commonly used are: ES: Education Service Center Preschool program FC: Foster Placement or Court placed with relative MR: BDD Program participant OE: Attending another district via open enrollment

Course Reporting Preschool Students reported with a % of time greater than 0 must have courses reported Self-contained courses are subject code 180108 (The ONLY PS subject code to remain in FY20 is 180108) If another entity is providing the teacher, report contracted staff/provider IRN accordingly The location IRN on a course needs to be the IRN of the ODE Licensed preschool

Course Reporting Cont’d Courses are to be reported with the appropriate population type PR Preschool General Education: Center-based course for preschool students without disabilities. A teacher who is teaching a regular preschool class (non-special ed class) is reported with position code 230 and assignment area 999270. He/she is to have one Staff Course Record attached to each preschool Course Master class he/she is teaching. The Subject Code Element is reported with the appropriate 180108 code and the student population element is reported as PR. (EMIS Manual 4.1 page 5)

Course Reporting cont’d DP Preschool Special Education: Hearing/Visual Center-based course for preschool students with disabilities, structured to specifically instruct students with hearing and/or visual impairments. D8 Preschool Special Education: Center-based course for preschool with disabilities A center-based preschool special education class is to be reported with a 196095 in the Course Subject Code Element and a D8 or DP in the Student Population Element. All students scheduled into the class are to be scheduled with the local classroom code that matches the value reported on the Staff Course Record for the special education teacher. (EMIS Manual 4.1 page 4)

Itinerant Services Itinerant Services is considered instruction Percent of time should be reported as close to what is possible-does not affect funding Example: An itinerant student receives 1 hour of instruction per day A full preschool calendar is 6.5 hours per day The student would be reported as 15% on the FS record by the educating entity

Itinerant Services cont’d Itinerant students will be reported with the how received and sent to elements as appropriate. Itinerant student sent to an ESC would be reported as such by resident district and ESC

Itinerant services cont’d Itinerant services are reported by student via the Student Program (GQ) record 220100-Preschool itinerant program In addition, the Employee ID Element is required to be reported with the ID of the staff member providing the itinerant services

Special Education Events Special Education Events must be reported via the GE record Special Education events dated prior to the FS district entry date may be reported for Preschool Students Ex: student evaluated in April of 2018 and does not start preschool until fall of 2018 Report all events Even for those who do not qualify

Special Education Events-DNQ For students evaluated for SPED and found ineligible: Report with the date they are evaluated If under 3 use 3rd birthday Admission and withdrawal date will be the day of the ETR Still report the referral and consent as with any other IETR

Special Education Events For Open Enrolled preschool special education students: Both the educating and resident district must report special education events ODDEX is a great tool to gather information reported by other districts for shared students

Special Education Events cont’d For special education preschool students educated by the ESC: ESC’s do not report special education events Resident district must report events for these students Resident district or ESC special education staff will provide an EMIS data collection form

Special Education Events cont’d The following attributes are to be collected during the Final Student Collections via the DN record: STUPSTCBTR-count of preschool transition conference held by 3rd birthday, no disability suspected, no additional evaluation STUPSTCATR- count of preschool transition conferences held after 3rd birthday, no disability suspected, no additional evaluation

Assessment Reporting-COS Child Outcome Summary, or COS (GM), must be completed upon entry into a preschool special education program, no later than 30 days following a child’s eligibility determination. COS must be completed at least once a year (generally in conjunction with annual IEP) for every preschool student with a disability COS must also be completed within 30 calendar days once a child exits preschool special education

Assessment Reporting-COS cont’d There is no import file for COS scores Enter into SIS, then report to EMIS using an FA file loaded into the data collector One continuous reporting period for FY20 Test date could be any time within the fiscal year July-June COS scores for special education students must be reported by the resident district if different than the educating entity Use ODDEX to get these scores if necessary

Assessment Reporting ELA The Preschool Early Learning Assessment, or ELA (GB) is a mandatory assessment of preschool students. This assessment is required to be given in the fall and spring. Districts may choose to administer summer and winter assessments but these are not reported to EMIS ELA scores for special education students must be reported by the resident district if different than the educating entity Use ODDEX to get these scores if necessary

Assessment Reporting-ELA ELA scores are retrieved from the Kready site Import into SIS, then run an FA to load into the data collector for EMIS reporting Check missing list to ensure all student scores are accurate and complete Two reporting windows FY20 Fall Spring

Open Discussion

Coding Preschoolers for EMIS Traditional School Setting Calendars Percent of Time Attendance ECE Grant

Coding Preschoolers cont’d JVS Setting Calendars Attendance EMIS Coding PS students could be reported with situation 302 which is the regular attending a JVS. Tuition type of N, will allow for a different IRN value for the DOR. If they are direct pay, then situation 508 (direct pay attending a JVS) would be correct. (Information from State Support) ODE says: if the students are not special ed, then the JVS should report a How Received of ‘*’. No How Received IRN is required but they would report the appropriate Legal DOR IRN. These students will be assigned the FTE fund pattern ‘NFRG’ and no funding will be generated since they are not special ed.

Coding Preschoolers cont’d ESC Setting ECE Grant

Assessments ELA Who reports? Different test sections Scoring

Child Outcome Summary (COS) When to test Test sections Who reports?

Questions