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Discussions Items for Today

General Discussion Items Ohio Department of Education SEOVEC September 24, 2014 Thomas S. Gumpf Jacalyn Osborne. Discussions Items for Today. Contact Information New Items ADM Reporting (enrollment) Student Residency Tuition/excess cost EMIS Situations. Area 5 office. Thomas S. Gumpf

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Discussions Items for Today

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  1. General Discussion ItemsOhio Department of EducationSEOVECSeptember 24, 2014Thomas S. GumpfJacalyn Osborne

  2. Discussions Items for Today • Contact Information • New Items • ADM Reporting (enrollment) • Student Residency • Tuition/excess cost • EMIS Situations

  3. Area 5 office • Thomas S. Gumpf thomas.gumpf@education.ohio.gov • 740-818-4273 • Jacalyn Osborne • jacalyn.osborne@education.ohio.gov • 740-937-4693

  4. Area 5 Office • Teresa Cole • teresa.cole@education.ohio.gov • Office • 614.466.5388 • Ohio Department of Education • 25 South Front Street • Mail Stop 308 • Attn: Teresa Cole • Columbus, Ohio 43215

  5. EMIS Contact Information • EMIS Help desk • The EMIS help desk can only be accessed by SEOVEC. • Contact SEOVEC for any helpdesk submissions. • EMAIL • emis@education.ohio.gov • Can be used by any district personnel

  6. EMIS • EMIS Coding Information • SEOVEC • Valuable resource for personal contact and help MDECA.org provides an unauthorized manual of EMIS coding for over 100 enrollment situations

  7. Did You Know? • Does the October count week of children still exist?

  8. Did You Know? • ADM and Enrollment for public school districts (this includes Community Schools) NO • ADM and enrollment for non-public schools YES • Bus Ridership for the T1 report YES

  9. Did You Know? • Students ages 22-29 may enroll in a community school • Did you know, for these students this is “NOT” a public school deduct. This is a separate funding stream.

  10. Did You Know? • There is a new EMIS code “reported in error”. (81) • When applicable the graduation rate is not affected by use of this code.

  11. Did You Know? • Tuition rates for FY15 have been posted: • Home > Finance & Funding > Finance Data & Information > Tuition Letters and Rates • FY13 is the basis for FY15 guarantee • FY14 is the basis for FY15 CAP

  12. Did You Know? • ODE has designed a new application called the “Ohio District Data Exchange (ODDEX) • Access in safe account • Merges EMIS and SOES data • Used by schools and area coordinators to access data, mediate conflict, etc.

  13. Did You Know? • State law requires that districts withdraw a child who has not been enrolled or in attendance for 105 hours. • The 105 may not be at the conclusion of the day, may be a part of the next day. • Requirement is not by day but at the conclusion of 105 hours. Must refer to the district calendar and school day

  14. Did You Know? • Four (4) indicators (tests) exist that might reduce the district’s (MOE) maintenance of effort. • 1) local total • 2) local special education per pupil • 3) state and local total • 4) state and local special education per pupil • Any one of these four tests will pass the district

  15. Did You Know? • Four (4) indicators (tests) exist that might reduce the district’s (MOE) maintenance of effort. Possible reasons: 1) retiring special education teacher is replaced with beginning teacher 2) high cost supply or capital expenses were a one-time expense 3) drop in special education enrollment

  16. Did You Know? • Excess Cost (SF-6) due December 1 is now an electronic filing. • Safe account • SFPS

  17. Did You Know? • Non-public and home-schooled students can apply and participate in post secondary options. • State legislature created the program but did not provide any funding for participation • Students must be public school students during the time of the PSEO participation

  18. ADM and Enrollment • ADM is now an annualized computation • Enter Date: First day of instruction. This can be prior to the school year (summer) but will not activate until the first day of the calendar. • Withdrawal Date: Last day of Instruction

  19. ADM and Enrollment 30 day rule: Student must be entered into system within 30 days of enrollment. example: due to other job responsibilities the student is not entered until 45 days after the student’s first day of school. Answer: The district will only be paid for 30 days not the 45. The 30 day rule cannot be corrected by the 2nd or 3rd data submission.

  20. ADM and Enrollment • 105 hour rule: • Student must be withdrawn after 105 hours of non-attendance • If 105 occurs after one or more days of attendance then the district is funded for the 105. • If the student is entered in the summer and is a no-show on day 1 then the district is “NOT” funded for the 105. • 105 counts against the graduation rate! • Rationale: promotes an incentive for the district to locate the child. • The “reported in error code” removes district from grad rate responsibility for these days

  21. ADM and Enrollment • Submissions: • November 1 • March 1 • June 30 • Second submission will over-ride everything in the first submission except for 30 day rule. • Example: student who enrolled in September is not entered until late November. Payment will be from 11.1 (estimate)

  22. ADM and Enrollment • Myth or Truth • Can one student have two different counts for funding purposes?

  23. ADM and Enrollment • Myth or Truth • Can one student have two different counts for funding purposes? • YES • Example: Child be counted for full-year funding for ADM and only partial for special education, vocational, etc.

  24. ADM and Enrollment • Special Education • Special Education funding is based upon the effective dates of the IEP. (not new for community schools)

  25. Residency/Custody Parental Rights/ Obligations Litmus Test The following meet the test of having the rights and responsibilities of the natural parent when determining financial responsibility: (EMIS manual: Section 2.1.1; page 12) • Parent (s) listed on the birth certificate • Individual (s) listed as the adoptive parent • Grandparent rule ORC 3109 • Adult supported by own labor (OAG opinion: 2014-26) • Residential parent (district receives the ADM) The following do not meet the test of natural parent: • Guardianship • Custodial parent • Foster parent • Permanent custody • Power of attorney

  26. Residency/Custody Residency: Used to determine financial responsibility for tuition/ excess, etc. payments. Residency is determined by definition in ORC 3313.64 for regular education students and ORC 3323 for special education students. Custody: Determines according to ORC 3313.64 (regular education) and ORC 3323 (special education) the district in which the student is permitted to attend “tuition free”. Students placed in a district by custody are also eligible for educational options as would any other student. Example, PSEO, joint vocational school, open enrollment. The child placed under custody enjoys a full educational opportunity separate from the issue of financial responsibility (residency).

  27. Residency/Custody Checklist for establishing residency: • Does a court order exist naming a school district financially responsible? • YES Your options are: • 1) request the district attorney to submit a change request to the ordering judge • 2) submit to the Department of Education the form “DRC” district of residency change • NO (proceed to number 2)

  28. Residency/Custody Checklist for establishing residency: • Is the child regular education or special education • Regular education • ORC 3313.64 states the district in which the parent(s) resided at “X” is the responsible district. • “X” is defined as the district in which the parent(s) resided on the day that the child was in court and custody was determined, but not financial responsibility. • Responsibility: • Because the judge did not assign a district according to 2151.362, this district is responsible for the educational costs of the child(ren) until educational completion. • Options: • District can file with the judge to make a determination • Filing form “DRC” is “NOT” an option • Residency status could change if child becomes special ed. eligible

  29. Residency/Custody Checklist for establishing residency: • Is the child regular education or special education • Special Education • ORC 3323 states the district in which the parent(s) resides is the responsible district. • This means that residency changes if and when the parent(s) establishes residency in anoher school district. • Options: • Because the judge did not assign a district according to 2151.362, this district is responsible for the educational costs of the child(ren) until educational completion or; • If the parents would move and establish residency in another district. • District can file with the judge to make a determination • Filing form “DRC” with ODE is “NOT” an option for the district.

  30. Residency/Custody Checklist for establishing residency: • When the court order exists stating “no district is responsible for the cost of educating this child? • Options 1) You have no recourse but to honor this judgment (no district can be billed). The educating district absorbs the cost of educating the child. 2) request the district’s attorney to submit a change of residency request to the ordering judge. 3) District “CANNOT” file form DRC with the department

  31. Tuition • When determining residency for court-placed students we look to the state’s tax department to get the school district. • www.thefinder.tax.ohio.gov

  32. Tuition • Sometimes conflict exists between the state’s listing and that of the local auditor’s office. • When this occurs which gets precedent: the state listing or the local listing?

  33. Tuition • Sometimes conflict exists between the state’s listing and that of the local auditor’s office. • When this occurs which gets precedent: the state listing or the local listing? • Answer: Local government

  34. Scholarship Programs Overview • ProgramORCQualificationProvider • Autism 3310.41 Special Education Students Any other special education • program • Jon Peterson Special Education Students Approved provider • Ed Choice Student in an underperforming Participating private school • school building • Children in charter or community Participating private school • school whose public home school • qualifies is eligible

  35. Enrollment

  36. Enrollment Kindergarten early enrollment (FY15) • A resident district or community school may admit a child to kindergarten for early admittance in accordance with the district’s/community schools acceleration policy. • The pupil personnel services committee and the requirement for standardized testing program for determining entrance are repealed.

  37. Enrollment Kindergarten early enrollment (began in FY14) • A child who does not meet the age requirement for admittance to kindergarten or first grade must be evaluated for early admittance upon referral by the child’s: • parent or guardian • An educator employed by the district • A pre-school educator who knows the child • A pediatrician • Psychologist who knows the child

  38. Enrollment Kindergarten early enrollment and open enrollment • Child does not meet the entrance requirements for district A (resident district). • Can the child attend district B under open enrollment (If a resident of district B the child “WOULD” meet their entrance requirements.)?

  39. Enrollment Kindergarten early enrollment and Open Enrollment • Choices • A) District B can accept the child because the child meets their entrance requirements • B) To satisfy district A, district B must conduct an early entrance performance exam to the child ( the child must pass the exam) • C) To satisfy district A, district B must conduct an early entrance performance exam to the child (test results do not matter) • D) No because open enrollment does not apply to kindergarten students • E) “NO”

  40. Enrollment Kindergarten early enrollment and Open Enrollment • Choices • A) District B can accept the child because the child meets their entrance requirements • B) To satisfy district A, district B must conduct an early entrance performance exam to the child ( the child must pass the exam) • C) To satisfy district A, district B must conduct an early entrance performance exam to the child (test results do not matter) • D) No because open enrollment does not apply to kindergarten students • E) “NO”

  41. Enrollment Kindergarten early enrollment and Open Enrollment • In this situation the student must be an eligible and enrolled student in district A in order to take advantage of the open enrollment educational option. • If Board policy permits, district A could conduct an early entrance exam. Upon passage the child would be eligible for enrollment therefore, eligible to participate in open enrollement.

  42. Enrollment Community School Enrollment Verification • For the purpose of enrollment reporting the governing board of the community school may adopt a policy that prescribes the number of documents required to verify a student’s residency. • This policy, if adopted, supersedes any policy concerning the number of documents required to determine residency verification adopted by the public school district . • If the community school does not have an adopted enrollment policy then, the adopted policy of the public school district takes precedent.

  43. Enrollment Community School Enrollment Verification • The community school will determine the district where the child is entitled to attend. In making this determination the community school will use the district of the parents primary residence and where substantial family activity takes place. • The public district must make its own determination. • It is not acceptable to flag the student unless, the public district can provide information to dispute the residency determination of the community school. • Only when the public school district has documented evidence that the student is not entitled to attend in their district can it dispute the community school’s determination. • If the public school disputes the determination the community school must provide the proof collected according to the community school policy.

  44. Enrollment Community School Enrollment Verification • Acceptable proofs of enrollment evidence: • Deed • Mortgage • Lease • Home or renter’s insurance declaration page (current) • Real property tax bill (current) • Utility bill • Paycheck or paystub issued within ninety days listing address • Bank statement (current)

  45. Enrollment Community School Enrollment Verification • Homeless Student: • The district in which the child is entitled to attend school shall be determined in accordance with division (F)(13) of section 3313.64 of the revised Code and the “McKinney-Vento Homeless Assistance Act,” 42 U.S.C. 11431 et seq.

  46. Enrollment Community School Enrollment Verification • Homeless Student: • The child can attend.

  47. Enrollment Community School Error Flags • The student’s address is not within the territory of the district • The student’s enrollment overlaps with enrollment dates in a school district • Incorrect district for a student in a custody/guardianship situation • Student has graduated • Student has overlapping attendance at another community school, Ed Choice school, Autism scholarship provider (funding is withheld during this process) • The SSID does not match the SSID in the district’s records • Incorrect date of birth • The address does not match the address in the district’s records • District challenges residency (funding is provided until resolved, then adjusted) • Homeless student’s district of origin is challenged. (funding is provided until resolved, then adjusted)

  48. Enrollment Homeless Student • The district in which the child is entitled to attend school shall be determined in accordance with division (F)(13) of section 3313.64 of the revised Code and the “McKinney-Vento Homeless Assistance Act,” 42 U.S.C. 11431 et seq. • Therefore, the student can attend either the school district in which the parents resided at the time of becoming homeless, or; the school district in which shelter is located. • “Shelter” means the place established by the homeless family for current placement: hotel, relative’s home, certified homeless shelter, etc.

  49. Enrollment Post Secondary Payment Calculation • For the purpose of discussion, let’s use the following which is subject to change by state or legislative action: • 5,800 basic state aid • 8 average number of periods per school day • 5 the maximum number of semester hours that a student can take • Therefore: 5,800 divided by 8 equals $725.00 (per class period amount) • 725 divided by 5 semester hours equals $145 (per semester hour amount) • $145 times (units taken by student) equals amount generated by the student

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