1. 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

2. EMIS-IT’S IMPORTANT ODE uses it to PAY you –To GRADE YOU –As the historical RECORD

3. ACCURATE EMIS REPORTING TAKES TEAM WORK 1.Organize 2.Communicate 3.Work Together 4.Communicate 5.EMIS Coordinator is critical 6.Communicate

4. ACCURATE EMIS REPORTING TAKES TEAM WORK 7. Building personnel are critical 8. Communicate 9. Central office personnel are critical 10. Consolidate/test data 11. Communicate 12. ITC sites are critical

5. Summary of the Data used in Calculating the SF-3 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

6. * * *

7. 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

8. Who is “Counted in Average Daily Membership (ADM)”? 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

9. 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.

10. 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.

11. 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.

12. 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. 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.

13. 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”.

14. 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. EMIS Coordinator’s October Checklist (cont.)

15. 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)

16. 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

17. EMIS Codes Reported by your District STATUS DefinitionSF3 Line 1A-1DSF3 Adjustment 10 Resident StudentReporting DistrictNone 11 In-state, non-resident tuition studentReporting DistrictNone 17 Non-resident residing with grandparent (3313.64 ORC)Reporting DistrictNone 18 Non-resident senior attending (3313.64 ORC) Reporting DistrictNone

18. EMIS Codes Reported by your District STATUS DefinitionSF3 Line 1A-1DSF3 Adjustments 1A Non-resident student – parent district employee (3313.64 ORC) Reporting DistrictNone 1C Foster Care Placement (3313.64 ORC) Reporting DistrictNone 1D Direct Pay Tuition (Parent pays) Reporting DistrictNone 1P All placement in a licensed home, institution, group home or other licensed residential facility other than foster care (3313.64 ORC) Reporting DistrictNone

19. EMIS Codes reported by your district STATUS DefinitionSF3 Line 1A-1DSF3 Adjustments 1S Non-resident Superintendent Agreement 3313.64 ORCReporting DistrictNone 1T All institutional placements that are not court ordered, or foster careReporting DistrictNone 1W Non-resident attending under Title I public school choiceReporting DistrictNone 1Z Autism Scholarship ProgramReporting DistrictNone

20. EMIS Codes that show students are being educated somewhere other than your district: STATUS DefinitionSF3 Line 1A-1DSF3 Adjustments 25Post Secondary instructing studentReporting DistrictBased on Post Secondary Forms 2VCleveland Scholarship and Tutoring Program Voucher Program Reporting DistrictBased on Cleveland Scholarship Data

21. 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 DefinitionSF3 Line 1A-1DSF3 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, non- contract Resident DistrictNone 19 Non-resident, Open Enrollment (Regular district and JVSD) Resident District Based on data submitted on the SF-OE form 1B Non-resident, Special Education program Resident District Based on EMIS data received from the educating district

22. 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 DefinitionSF3 Line 1A-1DSF3 Adjustments 49 JVS Open enrollment students Resident District Based on data submitted on the SF-OE form

23. OTHER districts reported students they are educating, BUT the SF-3 monies are initially sent to the sending district: STATUS DefinitionSF3 Line 1A-1DSF3 Adjustments 10,11,17, 18,1A,1C, 1D,1P,1S, 1T,1W JVSD Students Only Sending DistrictNone

24. How to decipher the SF-3 Flow report???

25. EMIS REPORTS TO VERIFY SF-3 ADM  459. TRECA_044339_00_20071124.TXT_2008K_STF_ESP_STAFF  460. TRECA_044339_00_20071124.TXT_2008K_STU_SF3FLOW  461. TRECA_044339_00_20071124.TXT_2008K_STU_SF3FLOW_ALL  462. TRECA_044339_00_20071124.TXT_2008K_STU_SF3_ADJ  463. TRECA_044339_00_20071201.CSV_2008K_STU_SF3_ADJ  464. TRECA_044339_00_20071201.CSV_2008K_STU_SF3_FLOW  465. TRECA_044339_00_20071201.TXT_2008K_STF_ESP_STAFF  466. TRECA_044339_00_20071201.TXT_2008K_STU_SF3FLOW  467. TRECA_044339_00_20071201.TXT_2008K_STU_SF3FLOW_ALL  468. TRECA_044339_00_20071201.TXT_2008K_STU_SF3_ADJ  482. TRECA_044339_00_20071220.TXT_2008K_STU_SF3_CS_3

26. SF-3 FLOW REPORT PROGRAM: NEW_2008_SF3FLOW-2 OHIO DEPARTMENT OF EDUCATION PAGE: 1 –SOURCE: SF3 EDUCATION MANAGEMENT INFORMATION SYSTEM DATE: 12/01/2007 SEQUENCE: COUNTY SCHOOL YEAR: 2007-2008 SF-3 FLOW REPORT District: Marion City SD County: Marion IRN: 044339 ------------------------------------------------------------------------------------------------------------------------------------ CAT 1 CAT 2 CAT 3 CAT 4 CAT 5 CAT 6 JVS OTHER TOTAL GROUP (Line 1A) (Line 1B) (Line 1C) ( Line 1D) (Line 1E) (Line 1F) (Line 1G/1H) (Line 1I) (Line 2) Total K 21.00 7.00 4.00 0.00 2.00 2.00 0.00 411.00 447.00 Total 1-12 124.00 560.52 83.67 7.00 68.00 31.00 0.00 3,694.43 4,568.62 JVS-SE Jointure 0.00 0.00 0.00 0.00 0.00 0.00 75.48 0.00 75.48 JVS-SE Non-Joint 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 JVS - 6-12 Jointure 0.00 0.00 0.00 0.00 0.00 0.00 202.47 0.00 202.47 JVS - 6-12 Non-Joint 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 District Total 145.00 567.52 87.67 7.00 70.00 33.00 277.95 4,105.43 5,293.57 5,293.57

27. SF-3 FLOW-ALL PROGRAM: SF3-FLOW-2008K OHIO DEPARTMENT OF EDUCATION PAGE: 2 SOURCE: SF3 EDUCATION MANAGEMENT INFORMATION SYSTEM DATE: 12/01/2007 SEQUENCE: COUNTY 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 CAT 2 CAT 3 CAT 4 CAT 5 CAT 6 JVS OTHER TOTAL STATUS GRADE (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 CAT 2 CAT 3 CAT 4 CAT 5 CAT 6 JVS OTHER TOTAL STATUS GRADE (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

28. SF-3 FLOW REPORT_ALL (cont.) PROGRAM: SF3-FLOW-2008K OHIO DEPARTMENT OF EDUCATION PAGE: 6 SOURCE: SF3 EDUCATION MANAGEMENT INFORMATION SYSTEM DATE: 12/01/2007 SEQUENCE: COUNTY SCHOOL YEAR: 2007-2008 SF-3 FLOW REPORT District: Marion City SD County: Marion IRN: 044339 STATUS CODE TOTALS ------------------------------------------------------------------------------------------------------------------------------------ CAT 1 CAT 2 CAT 3 CAT 4 CAT 5 CAT 6 JVS OTHER TOTAL STATUS GRADE (Line 1A) (Line 1B) (Line 1C) (Line 1D) (Line 1E) (Line 1F) (Line 1G/1H) (Line 1I) (Line 2) 19 21.00 65.00 10.00 0.00 0.00 4.00 27.93 694.29 822.22 1B 0.00 0.00 2.00 0.00 0.00 0.00 0.00 0.00 2.00 10 124.00 501.52 75.67 7.00 70.00 29.00 255.02 3,407.02 4,469.23 1C 0.00 1.00 0.00 0.00 0.00 0.00 0.00 4.00 5.00 35 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.12 0.12

29. SF-3_ADJ REPORT PROGRAM: ADJUSTMENT_2008K_REPORT OHIO DEPARTMENT OF EDUCATION PAGE: 1 EDUCATION MANAGEMENT INFORMATION SYSTEM DATE: 12/01/2007 2007-08 HEADCOUNT/FTE ADJUSTMENT REPORT DISTRICT: Marion City SD COUNTY: Marion IRN: 044339 DATE SUBMITTED: 11/30/2007 | 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: 0.00 0.00 District total 1-12: 0.00 0.00 Reduction in kdg headcount: 0.00 Reduction in 1-12 fundable FTE: 0.00

30. PROGRAM: FY2008K_SF3_CS_3 OHIO DEPARTMENT OF EDUCATION PAGE: 4 SOURCE: CSADM / EMIS EDUCATION MANAGEMENT INFORMATION SYSTEM DATE: 12/20/2007 FY2008 CSADM / EMIS COMPARISON REPORT (Included in FY2008 SF3 #2) IRN: 044339 Resident District: Marion City SD County: Marion CS ADJ COUNT EMIS IRN SCHOOL NAME SSID GRD HNDCP FROM DATE TO DATE FTE* WK %* FTE* ADD IN* IND* 149047 Goal Digital Academy FN1689249 10 ** 09/13/2006 1.00 0.00 0.00 1.00 149047 Goal Digital Academy FO2010435 12 ** 09/18/2007 1.00 0.00 0.00 1.00 149047 Goal Digital Academy FO2509208 12 ** 09/24/2007 1.00 0.00 0.00 1.00 149047 Goal Digital Academy HW7337514 12 10 09/13/2006 1.00 0.00 0.00 1.00 149047 Goal Digital Academy ID2072167 11 ** 12/05/2006 1.00 0.00 0.00 1.00 149047 Goal Digital Academy IE6340223 11 ** 10/18/2006 1.00 0.00 0.00 1.00 151076 Cardington Lincoln Loc Digital JQ4654311 10 ** 01/02/2007 1.00 0.00 0.00 1.00 -------------------------------- DISTRICT TOTAL 141.15 30.60 120.14 * SEE http://www.ode.state.oh.us/school_finance/community_schools/default.asp 'CSADM-EMIS ADD IN' LETTER Press RETURN to continue

31. Line 23E Scholarship Deduction

32. 5,446.71 4,993.94

33. 5,446.71

36. ADM 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 + 27.00 (Line 22 E SF-3) MR/DD PUPILS + 1.00 (Line 1J SF-3) = October Total ADM5,446.71 October Reporting 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 MARION CITY SCHOOL DISTRICT 120.14 Verifying Data Line 2 SF-3 +

37. EMIS Student Status Code Financial Implications)Process for Payment or DeductionForm/ReportTimelines) 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 1 st 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 SF- 6 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 30 th 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 JV15PS 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-3Contract 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). SF-6 –filed by educating district Actual EMIS data January # 2 December 1: To certify excess cost for contract students with disabilities 1ZDeduction (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. Parent files application with ODE. No deadline, parent can apply anytime during the school year. *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 SF-3 FLOW REPORT FINANCIAL IMPLICATIONS FY08

38. 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

39. EMSAGG 5 Shows data validation errors –Starting point – not an ending point –Fatals –Warnings –Have you seen your district’s agg5?

40. 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?

41. eSIS EMIS Tools

42. 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?

43. 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?

44. Special Education Weights Cat 1 Speech.2892 Cat 2 Cog/SLD OHI Minor.3691 Cat 3 Hearing/Vision Emotional 1.7695 Cat 4 Orthopedic OHI Major 2.3646 Cat 5 MH 3.1129 Cat 6 Deaf-Blind/TBI Autism 4.7342

45. Impact of Weighted Funding Category 1 – speech only 21 KG/.50 + 121 1 st to 12 th 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

46. View from 40,000 Feet General Missing Data Report Enrollment Report EMIS Submission Status SF3 Headcount Adjustment SID Validation Disability Report – VI-B funding

47. 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

48. 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

49. Open Discussion/Questions?