1. Leanne Sidley, Region 8 – 614-546-8116
Tuition - Fiscal Year 2017
Leanne Sidley, Region 8 –

2. What is Tuition?
Tuition is an amount of money paid to a school district to offset the district’s cost of educating a student who is a legal resident of another school district. Tuition substitutes for the local tax dollars received by a school district to educate students who reside in that district. The tuition amount for each school district is set annually by the Ohio Department of Education and is paid by the parents or the school district where the parents reside.

3. What has changed?
SF-14Y and SF-14PD - PAPER SF-14 and SF-14H – ELECTRONIC The SF-14 and SF-14H is now an EMIS driven electronic data collection system.

4. * New OEDS roles coming soon. Check EMIS email when becomes available.
OEDS Roles and Access
Treasurer, Assistant Treasurer, Superintendent, Verifier – Tuition*: Update editable fields, apply flags, remove flags and write comments
Business Manager, Coordinator – EMIS, Data View – Tuition*, Director – EMIS, Supervisor – EMIS: Read only
Commenter – Tuition*: Write comments
* New OEDS roles coming soon. Check EMIS when becomes available.

5. How to access the program?
Sign in to ODDEX:

6. Dashboard New applications since last login.
New – Student tuition records submitted since last login. Subdivided based on the records age: 15 – Records that were added/changed 15 or less days ago and 30 – Records that were added/changed days ago.

7. Dashboard Application without flags or comments
No Activity – All student records submitted that have not had any flags or comments added. Subdivided based on the records age: 15 – Records that were added/changed 15 or less days ago and 30 – Records that were added/changed days ago.

8. Dashboard New flags/comments since last login.
New flags or comments have been added to the student tuition record since last login.

9. Dashboard Flags/comments still active
Student tuition records with flags or comments regardless of age of record.

10. Dashboard Application reviewed and approved
Student tuition records reviewed and approved by the Resident/Paying LEA.

11. Dashboard Flags escalated to Area Coordinator
Student tuition records that have been escalated to ODE (Area Coordinator) for their review.

12. Dashboard Area Coordinator decision on escalated flags
Student tuition records that ODE has set an override on.

13. Access Applications Access applications as
Resident/Paying or Educating/Receiving
Hyperlinks to applications

14. District Applications
Application list and summary
The Educating District will see a list of applications that were created based off of EMIS data they submitted. The landing page for the Educating District applications shows the SSID, Last Name, First Name, Paying LEA (Resident District), Disability (Yes or No), Escalated, and Record Active Status. Each one of the headings can sort the applications in ascending or descending order by selecting the up/down arrows next to the heading names.

15. Sorting Options - SSID
Search by SSID

16. Sorting Options – Resident/Educating District
Can sort applications by resident/educating district

17. Sorting Options – Student Name
Can sort applications by student name

18. Sorting Options – Review Status
Can sort applications by review status
Review status includes new, no activity, new flags/comments, flags/comments (regardless of age), reviewed, ODE override, and inactive.

19. Additional Sorting Options
Other sorting options include gender, record age, disability, active status, and escalated flags.

20. Yellow Flag Indicators
Yellow Flag indicates that the record has not been reviewed

21. Red Flag Indicators
Red Flag indicates that the record has been flagged and the flag has not been resolved

22. No Flag Indicators
No Flag indicates that the record has approved by the resident district

23. Accessing Application
Click hyperlink (in blue)

24. Application – Educating District
Review the application information. If any of student information needs corrected make corrections in EMIS. Updates to EMIS information will not show immediately. EMIS information is updated nightly. The only information that can be edited directly in the tuition system includes the parent name, parent address, and placement by/court order information.

25. Edit Parent Name – Educating District
Click on pencil next to the parent name. A pop up box for ‘Edit Parent Name’ will appear. After editing information, save.

26. Edit Parent Address – Educating District
Click on pencil next to the parent address. A pop up box for ‘Edit Address’ will appear. Please note, that data in ‘street’ field must be present in order for the application to process. After editing information, save.

27. Edit Placement – Educating District
Click on pencil under Order #. A pop up box for ‘Edit Court Placement Information’ will appear. Please note, if student is parent placed enter “PARENT” in order number field. After editing information, save.

28. Not Claiming Tuition – Educating District
Select “Add Review”.

29. Not Claiming Tuition – Educating District
Select the status flag of “Not Claiming Tuition”. Comment in note section is not necessary for this flag but can be added at district discretion. “Save Flags” after complete. If you placed this flag in error, you can ‘clear flags’ to remove.

30. Approve Application – Resident District
If application has been reviewed and approved to pay, the resident district should select “Approved to Pay – No Flags”.

31. Flag Application – Resident District
Select “Add Review” to Flag an Application.

32. Select Status Flags – Resident District
Select the type of flag being placed. Description of flags will be discussed next. Please place a comment in the ‘Note’ section. Select ‘Save Flags’. Once a flag has been resolved, the application will need to be approved to pay. This can be done by either selecting “Clear Flags & Approve to Pay”.

33. Resident District Flags
AGE INVALID – Student is less than 5 years old or greater than 22 years old.
NOT RESIDENT DISTRICT – Student’s natural/adoptive parent is/was not a resident of district as required by Ohio Revised Code (C).
COURT ORDER REQUESTED – Court order requested to verify the responsible district.
The tuition program in ODDEX does not have the functionality to collect support documentation, such as court orders. Districts should submit support documentation through a mutually agreed upon method, such as . Districts should maintain support documentation and make it available to the Department upon request.
DATA QUALITY ISSUES –This flag is the only flag that will allow the application to proceed to payment. The resident district will need to enter a comment to provide clarification to the educating district on the noncritical data quality issue. An example of a data quality issue is an incorrect disability condition entered in the system.
TUITION WAIVER – Student entitled to attend educating district per ORC tuition waiver; educating district not entitled to charge tuition.
SSID MISMATCH – SSID does not match or possible duplicate SSID issued.

34. Escalation Flags Educating and Resident District
UNRESOLVED CONFLICT – Either the educating or resident district can place a flag to escalate an issue to an Ohio Department of Education area coordinator for flag resolution. This flag is available only if another flag has been in place for longer than seven days. Comment required to place flag.
PAYMENT INCORRECT – Either the educating or resident district can place the flag to challenge payment after the payment/deduction occurred. Comment required to place flag.

35. Flag Resolution Process

36. 30-Day Timer: Automatic Approval Resident District
The 30-day automatic approval timer begins the day of the last update to the application or the date the “Review and Flag Resolution” period opens, whichever is later. The 30-day timer restarts when the educating district changes data. Applications are on hold when flags are active, except area coordinator, escalation and data quality issue flags. Upon approval of the application, the flags and 30-day timer will close.

37. Educating District Review Applications for accuracy.
No approval or confirmation is needed by the educating district for the resident district to see or review the application
Place “Not Claiming Tuition” flag is not pursing tuition funding
The only fields editable in the tuition program that do not have to be updated in EMIS are Court Order and Parent Information.
Main points for the Educating District. The EMIS reporting window is open until April 28th but updates in the tuition program are updated nightly, not instantaneously. EMIS data updates for the tuition program should occur no later than April 27, 2017.
Tuition record information starts with EMIS data. If a student is not showing up or has incorrect information displayed, EMIS data must be corrected.
ANY DATA CHANGES THAT NEED TO BE MADE THROUGH THE DATA COLLECTOR OR EMIS SHOULD BE MADE NO LATER THAN APRIL 27, 2017.

38. Resident District Review Applications for accuracy.
Approve Applications
30-day automatic timer
Main points for resident district.
Flag Applications

39. Period 1 Timeline Student Enrollment from July 1 – December 31, 2016
May 1 – 31, 2017
Review and Flag Resolution
March 17 – April 28, 2017
Initial Data Load
[When presenting, this slide requires multiple clicks to reveal each element]
Initial Load Period – Educating districts can update EMIS records. Resident districts can review, approve or flag applications. The EMIS reporting period is open until April 28th but any EMIS data changes for tuition should take place by April 27th so they will run in the nightly update and be available for the Educating district to review on April 28th.
Review and Flag Resolution – District can review information and place flags, as needed. The last day for a flag to be placed on applications is May 31st.
Any flag escalations or challenge of payments can occur through the close of the Fiscal Year Funding Appeals Window.
Please note: The tuition program is unlike the Excess Cost and Catastrophic Cost applications as the program will not be opened for any missed applications or flags. Be mindful of the deadlines.
Flag escalation and challenge payment flags can be applied through the close of the Fiscal Year 2017 Funding Appeals window.

40. Period 2 Timeline Student Enrollment from January 1 – June 30, 2017
August , 2017
Review and Flag Resolution
May 1 – July 15, 2017
Initial Data Load
[When presenting, this slide requires multiple clicks to reveal each element]
Initial Load Period – Educating districts can update EMIS records. Resident districts can review, approve or flag applications. The EMIS reporting period is open until July 28th but any EMIS data changes for tuition should take place by July 14th so they will run in the nightly update and be available for the Educating district to review on July 15th. The tuition window closes prior to the EMIS reporting period.
Review and Flag Resolution – District can review information and place flags, as needed. The last day for a flag to be placed on applications is August 31st.
Any flag escalations or challenge of payments can occur through the close of the Fiscal Year Funding Appeals Window.
Please note: The tuition program is unlike the Excess Cost and Catastrophic Cost applications as the program will not be opened for any missed applications or flags. Be mindful of the deadlines.
Flag escalation and challenge payment flags can be applied through the close of the Fiscal Year 2017 Funding Appeals window.

41. education.ohio.gov

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