FTE Review Are you Prepared?

1. FTE ReviewAre you Prepared? Jennifer Wall Director of Membership and Community Relations at OAPCS

2. An FTE review is conducted by the Ohio Department of Education to ensure that Community Schools are maintaining the required documentation to verify the amount of instructional hours/days reported in SOES. $$$$$$$$$$$$$$$$$$$$$$$$$ What is an FTE Review?

3. When will my school go through an FTE Review? 1st Year Schools - Throughout the first year of operation. October-initial visit. March – first FTE Review visit June – Final and full FTE Review visit Existing schools -5 year cycle, recommendations, high level of fatal errors previous year, large final fiscal year adjustment from previous year, random selection

4. How to help ODE with the process? Please be sure that ODE is in a comfortable environment Documents are in an organized manner Staff at your school can work with them uninterrupted Knowledgeable staff member is there to help assist

5. What can you do to be prepared? • Laptop with access to SOES • SOES Coordinator • School Calendar • Attendance and Enrollment Policy • Attendance Records – organized manner • All IEPs and ETRs (Including withdrawn students) • Rosters, one with SSID and student name and one with ONLY SSID number.

6. Laptop with SOES Access It is very valuable to have a laptop and/or access to SOES during the FTE Review Process. This allows for your school personnel to make changes/updates immediately and do any research on student data if necessary.

7. SOES Coordinator Who knows your data, better than the person that works with it? If SOES Coordinator is unavailable have someone else that is knowledgeable work with ODE Staff member.

8. School Calendar ODE will review the calendar and cross check it against your profile in SOES. Start and End dates must match your profile. Calamity days must be properly documented and noted on the calendar.

9. Attendance and Enrollment Policy Student Handbook is critical at this point of the FTE Review. Attendance policy. Enrollment checklist.

10. IEPs and ETRs • Have the Special Education Coordinator present at this portion of the FTE Review • All IEPs must be current, signed and dated prior to December 1st. • ETRs must show the disability or eligibility category. • This information will be verified against special education students listed in SOES.

11. Rosters • ODE will need two rosters in the same font/size. • Information in the roster must contain the following: • Last Name – This only needs to be on one of the rosters. Remove on the roster to ODE. • First Name – This only needs to be on one of the rosters. Remove on the roster to ODE. • SSID • Date of Birth • Grade Level • SPED Category • IEP Date • Entity Name • From Date • To Date • Total Units • CSFTE • Review Status

12. How does attendance affect the FTE Review? • At the FTE Review attendance will be reviewed and verified. • Start date in SOES, must match attendance records start date • End date in SOES, must match attendance records end date

13. What will happen next? • Results will be reviewed with SOES person and school administrator on the day of the review • ODE will complete a FTE Review Report Form and letter. • Form and letter will be sent to School Leader and Sponsor • All errors must be cleaned up by May 15th and that includes the CS Fatal Error Report as well. • Depending on preliminary FTE Review, ODE may return at a later date to verify that changes/recommendations were implemented

14. Questions?