EMIS AND THE SF-3

JANUARY 10, 2008TRECA

Marion, Ohio

Presented by Don Urban, Ohio Department of Education, Area CoordinatorEstelle Diehl, Ohio Department of Education, Area CoordinatorJennifer Schmidt, TRECALisa Ekleberry, TRECA

EMIS-IT’S IMPORTANT

• ODE uses it to PAY you– To GRADE YOU– As the historical RECORD

ACCURATE EMIS REPORTING TAKES TEAM WORK

1. Organize

2. Communicate

3. Work Together

4. Communicate

5. EMIS Coordinator is critical

6. Communicate

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

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

***

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

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

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.

Reporting Student DataExcused 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.

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.

h. College Visitation The approving authority may require verification of the date and time

of the visit by the college, university, or technical college.

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.

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”.

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.)

October and February EMISADM Data and the SF-3 Flow Report

SF3 FlowSF3 FlowReport ExplanationReport Explanation

(.TXT_CCYYK_STU_SF3FLOW)(.TXT_CCYYK_STU_SF3FLOW)(.CSV_CCYYK_STU_SF3_FLOW)(.CSV_CCYYK_STU_SF3_FLOW)

(.TXT_CCYYK_STU_SF3FLOW_ALL)(.TXT_CCYYK_STU_SF3FLOW_ALL)Education Management Information System (EMIS)

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

EMIS Codes Reported by your District

STATUS Definition SF3 Line 1A-1D SF3 Adjustment

10 Resident Student Reporting District None

11 In-state, non-resident tuition student Reporting District None

17Non-resident residing with grandparent (3313.64 ORC) Reporting District None

18Non-resident senior attending (3313.64 ORC)

Reporting District None

EMIS Codes Reported by your District

STATUSDefinition SF3 Line 1A-1D

SF3 Adjustments

1A

Non-resident student – parent district employee (3313.64 ORC) Reporting District None

1C

Foster Care Placement (3313.64 ORC) Reporting District None

1D

Direct Pay Tuition (Parent pays) Reporting District None

1P

All placement in a licensed home, institution, group home or other licensed residential facility other than foster care (3313.64 ORC) Reporting District None

EMIS Codes reported by your districtSTATUS Definition SF3 Line 1A-1D SF3 Adjustments

1S

Non-residentSuperintendentAgreement 3313.64 ORC Reporting District None

1T

All institutionalplacements that arenot court ordered, or foster care Reporting District None

1W

Non-residentattending underTitle I publicschool choice Reporting District None

1ZAutism ScholarshipProgram Reporting District None

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

STATUSDefinition SF3 Line 1A-1D

SF3 Adjustments

25 Post Secondary instructing student Reporting District Based on Post Secondary Forms

2V Cleveland Scholarship and Tutoring Program Voucher Program

Reporting District Based on Cleveland Scholarship Data

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:

STATUSDefinition SF3 Line 1A-1D

SF3 Adjustments

12In-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 District None

19

Non-resident, Open Enrollment (Regular district and JVSD) Resident District

Based on data submitted on the SF-OE form

1BNon-resident, Special Education program Resident District

Based on EMIS data received from the educating district

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:

STATUSDefinition SF3 Line 1A-1D

SF3 Adjustments

49

JVS Open enrollment students

Resident District

Based on data submitted on the SF-OE form

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

STATUSDefinition SF3 Line 1A-1D

SF3 Adjustments

10,11,17,18,1A,1C,1D,1P,1S,

1T,1WJVSD Students

OnlySending District None

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

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

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

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

• •

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

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 •

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

Line 23E Scholarship Deduction

5,446.71

4,993.94

5,446.71

        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 ADM 5,446.71

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

+

EMIS Student Status Code

Financial Implications) Process for Payment or Deduction Form/Report Timelines)

1 C Foster Placement;1T Parental Institutional Placement1P Court Placed Group Home1W 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-14SF-14HSF-6

Feb 1 (July – Dec)August 1 (Jan – June)Feb 1 (July – Dec)April 1 (last day to make corrections to 1st 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 dataStudents 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-OESF-6-filed by educating district

June 30th or 2 wks after receipt of form SF-OE from educating districtDecember 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 JV15 PS SF-140APS SF-140B

April 30June 1

12 Contract Career-Tech/Adult Ed

Deduction (line 22D SF-3) Deduction as reflected on the SF-3 Contract 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-3Educating district must file excess cost report (not required to file SF-14 H Report).

SF-6 –filed by educating district

Actual EMIS data January # 2December 1: To certify excess cost for contract students with disabilities

1Z Deduction (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

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

EMSAGG 5

• Shows data validation errors

– Starting point – not an ending point– Fatals– Warnings– Have you seen your district’s agg5?

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?

eSIS EMIS Tools

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?

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?

Special Education Weights

Cat 1 Speech .2892

Cat 2Cog/SLD

OHI Minor.3691

Cat 3Hearing/Vision

Emotional1.7695

Cat 4Orthopedic

OHI Major2.3646

Cat 5 MH 3.1129

Cat 6Deaf-Blind/TBI

Autism4.7342

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

View from 40,000 Feet

• General Missing Data Report

• Enrollment Report

• EMIS Submission Status

• SF3 Headcount Adjustment

• SID Validation

• Disability Report – VI-B funding

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

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

Open Discussion/Questions?