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EMIS AND THE SF-3

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. EMIS-IT’S IMPORTANT. ODE uses it to PAY you

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EMIS AND THE SF-3

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  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 • Organize • Communicate • Work Together • Communicate • EMIS Coordinator is critical • 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 DataExcused 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 DataExcused Absences (cont) • 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. • 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 DataExcused 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. • 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 DataExcused 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. EMIS Coordinator’s October Checklist (cont.) • 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.

  15. October and February EMISADM 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

  18. EMIS Codes Reported by your District

  19. EMIS Codes reported by your district

  20. EMIS Codes that show students are being educated somewhere other than your district:

  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:

  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:

  23. OTHER districts reported students they are educating, BUT the SF-3 monies are initially sent to the sending district:

  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 • <---------------Submitted by Your District--------------> | <---------------------Submitted by Other District----------------------> • 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

  34. Verifying Data Line 2 SF-3 MARION CITY SCHOOL DISTRICT + 120.14

  35. SF-3 FLOW REPORT FINANCIAL IMPLICATIONS FY08 *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

  36. 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

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

  38. 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?

  39. eSIS EMIS Tools

  40. 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?

  41. 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?

  42. Special Education Weights

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

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

  45. 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

  46. 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

  47. Open Discussion/Questions?

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