1. Calendar Reporting OAEP Spring Conference 2018
Christine Antonelli – Student Software Support Liaison - OME-RESA

2. What is the purpose of the calendar collection?
To report accurate, detailed information for each student’s enrollment
To report detailed information for a district’s calendar days in session
To be used on the FTE detail/adjustment reports for funding calculations

3. Two Calendar Collections
Initial
Final

4. Initial Calendar collection

5. Initial Calendar Collection
Initial window for report period C opens beginning of August
The Initial Calendar collection is required for all EMIS reporting entities educating students in 2018.
Source files used are DL and DN record types
Initial window must include:
A calendar for each building which applies to all students within the building
EMIS exceptions for any planned days off
Initial window closes by the end of September
Main purpose of this window is to have all districts report their initial school calendars with days in session

6. Final Calendar Collection

7. Final Calendar Collection
Final calendar collection opens after the Initial calendar collection closes
Source files used are DL and DN record types
Any time there is a change to a districts calendar the collection must be collected, prepared, and resubmitted
Reasons to resubmit data:
Calamity days, water issues, heating issues
Make-up days
Change in the end of the school year

8. Who reports calendar data?
City, Local, and Exempted Village school districts
Community schools and STEM districts
JVSDs, ESCs, Ohio School for the Deaf, Ohio School for the Blind, and Ohio Department of Youth Services

9. Review Calendar Display Report

10. Things to look for on the Calendar Display Report
Verify that all exceptions have been entered
Calamity days
Shortened days
Unplanned days
Lengthened school days
Parent-Teacher Conference hours and Professional Development Hours
Verify the total hours meet the minimum requirement
Add Parent-Teacher Conference hours/Professional Development Hours to the YTD Days/Hours

11. Minimum Hours Required
From ODE’s website:
School districts, Joint Vocational school districts, and chartered nonpublic school will be required to be open for instruction for a minimum of:
455 hours for students in half-day KG
910 hours for students in full-day KG through grade 6
1001 hours for students in grades 7-12
Community schools must provide a minimum of 920 hours of learning opportunities per year.

12. Calendar Display Report

13. Calendar Display Report – cont’d

14. Attribute Names used to update Calendar Display report
Staff attributes
C_PRFLMEET – staff professional meeting, full or partial day
C_PTCONFRC – parent-teacher conference, full or partial day
Student attributes
C_DCMTYTKN – full day taken for calamity situations on specified date
C_DPLANNED – full planned day when group Is not in session – holidays, breaks, professional days, parent-teacher conference days
C_DNOTPLAN – full unplanned day off when group was expected to be in session
C_DBLZZARD - full unplanned “blizzard bag” day for which the district is in compliance with ORC

15. Attribute Names – cont’d
C_YWKENDSA & C_YWKENDSU – for students who are in attendance on every Saturday and Sunday between the first and last day of school
C_YWKDAYMN, C_YWKDAYTU, C_YWKDAYWD, C_YWKDAYTH, C_YWKDAYFR – for students who are NOT expected to be in attendance on every Monday, Tuesday, Wednesday, Thursday, or Friday between the first and last day of school
C_HSHRTWEA – hours in session when day was interrupted by weather
C_HSHRTPLAN – hours in session when day was shortened for planned reason other than weather
C_HSHRTNOP – hours in session when day was shortened for an unplanned reason other than weather
C_HRHLNGTH – may be for calamity makeup added to a scheduled day or other reasons

16. How often should the Final Calendar collection be submitted?
Any time a change is made to a school day
Snow days, two hour delays, early dismissals
Any day off due to a non-weather related day
Change in the scheduled hours in the day
Change in a planned day off to now being a day in session
Change in the last day of the school year

17. How does the calendar help to determine a student’s FTE?
Each row of data on the FTE Detail report is assigned to a calendar
Calendar for each row is based on data for that row
Since student’s can have multiple rows, each row can be assigned to a different calendar

18. How does the FTE Detail report assign calendars?
District IRN, Building IRN, Grade Level, Attendance Pattern
Once a calendar match is found for a given FS/FD combination, that row of data is excluded from any further steps in the process
If no match is found, then the state default calendar is assigned
The state calendar will appear as **- **

19. Base FTE Calculation Base FTE = Numerator divided by Denominator
Numerator = Total Enrolled hours X Total % of time
The numerator is looking at the first day of school and the last day of school and the hours the student was enrolled in the calendar collection. If the calendar data is not correct then a students total enrolled hours will not be correct.
Denominator = Total Instructional Hours
The denominator is the total instructional hours in the assigned calendar. The total hours are calculated by adding together the total hours for each day of the year, starting with the first day of school reported and ending with the last day of school reported. If the calendar data is not correct then the denominator used for the total instructional hours will not be correct.

20. Questions??