October Staff Data Funding

1
October Staff DataFunding Accountability

• by
• Angie Crandall
• MVECA

2
Staff Data Funding

• Selected EMIS staff data can effect funding in
  several ways
• Line 10 on the SF-3 Reports
• Line 10A Pupil-teacher ratio
• Line 10B Teacher training experience
• Line 10C Education Service Personnel
• PS Special Education Unit-funded Staff
• Gifted Unit Funded Staff

3
SF-3 Line 10A - ( of Classroom Teachers)

• If a district does not maintain a 25/1 pupil to
  teacher ratio, a deduction will appear in Line
  10A of the SF-3 report.
• IF this line has an amount that is NOT 0, you
  will want to verify data on the Pupil-teacher
  Ratio (PTR) Report.
• PTR reports are generated after each October K
  EMIS processing opportunity.
• Reports are copied to oecnemis
• Menugtview oecnemismveca_ptr_06.txt
• There is one line per district, that includes
  total teacher FTE, student ADM, and the ratio for
  each district.
• Check this each time an SF-3 is generated for
  your district (each time a payment is received
  from the state.)

SOURCE Ohios School Foundation Funding
Program SF3 Form Line-by-Line, FY2005-06.
4
Verifying Data for Line 10A (SF-3)

• The Pupil/teacher ratio is calculated as follows
• Regular Student Population (line 25C of the SF-3)
• Regular Classroom Teachers (FTE)
• Regular Student Population This is the ADM of
  regular pupils (students without disability
  conditions) being educated by the district.
• For details on which students are included, refer
  to http//www.ode.state.oh.us/school_finance/data/
  2004/foundation/f2004_regpop.asp
• Regular Classroom Teacher - ORC 3317.023 (1)
  "Classroom teacher" means a licensed employee who
  provides direct instruction to pupils, excluding
  teachers funded from money paid to the district
  from federal sources educational service
  personnel and vocational and special education
  teachers. 
• These are teachers reported with position code
  205.

SOURCE Ohios School Foundation Funding
Program SF3 Form Line-by-Line, FY2005-06.
5
Verifying Data for Line 10A (SF-3) PTR reports

• If the K-12 Pupil-Teacher Ratio is greater than
  251, check to see if the problem rests with the
  pupil or staff count.
• The pupil count can be checked for reasonableness
  by comparing the regular student ADM counts in
  FY2006, to those from FY2005. If the ADM counts
  are similar, then the staff data should be
  checked.
• If ADM counts differ unexpectedly and/or
  significantly, use student reports to see why
  there is a difference.
• If the number of K-12 Teachers appears low, the
  problem may be an incorrect position code for a
  K-12 staff member.

6
SF-3 Line 10B - (Teacher Training Experience)

• If regular classroom teachers in the district (as
  a group) are above the state average in education
  and experience, the district will receive
  additional funds.
• This is determined by where all regular classroom
  teachers fall on the state minimum teachers
  salary schedule.
• The following data elements are used to place
  teachers on the minimum salary schedule to
  determine whether the District Mean Salary is
  above the State Mean Salary.
• Education level
• Authorized Teaching Experience Years

SOURCE Ohios School Foundation Funding
Program SF3 Form Line-by-Line, FY2005-06.
7
Verifying Data for SF-3 Line 10B

• These data can be verified on the ODE Generated
  DEMO_JOB_CERT report.
• It is helpful to verify the data on the Staff
  Demo Job report, so you know that ODE received
  the data, and there are no errors flagged on that
  report by ODE.

8
SF-3 Line 10C - (Educational Service Personnel)

• Districts are required to hire at least 5
  Educational Service Personnel (ESP) in the
  following categories for each 1,000 students.
• Counselors (position code 202),
• Social Workers (323),
• Visiting Teacher (330),
• Librarian/Media Specialists (203),
• Registered Nurses (320),
• Art Teachers Position code 211, Assignment
  Area "999050",
• Physical Education Teachers Position code 211,
  Assignment Area 999418,
• Music Teachers Position code 211, Assignment
  Area 999570.
• Failure to meet this requirement means a
  deduction in state foundation aid. (ORC 3317.023)

SOURCE Ohios School Foundation Funding
Program SF3 Form Line-by-Line, FY2005-06.
9
Verifying Data for SF-3 Line 10C

• This information can be verified on the ESP Data
  Verification Report produced by ODE.
• If FTE are not approved for one of the
  individuals on this report, check
• The fund source reported on the Staff-Demo job
  report, (does not include federal sources)
• Whether the course (elementary art, music and PE)
  for that teacher appears on the Invl_K8_CRSE
  report, due to invalid teacher certification/licen
  sure.
• Whether other ESP staff appear on the
  Invl_CRT_JOB report, due to invalid
  certification/licensure.

10
SF-3 Line 21APreschool Classroom Unit Funds

• This line includes both teacher and related
  services unit funding.
• This information can be verified on the Preschool
  Units EMIS Staff Report (ECE_STAFF_UNITS).
• There are two sources of data on that report
• Student and staff data reported in EMIS during
  October K, and
• Preschool special education state-funded unit
  allocations made on the ODE ECE Unit Funding web
  application. (Which requires a SAFE account.)

11
FY2006 Change to ECE Preschool Unit Funding Web
Application

• NOTE Prior to applying for units, districts must
  have the following roles designated in the Ohio
  Educational Directory System (OEDS)
• Help Me Grow Contact
• Preschool Special ED Contact
• Preschool Special ED Supervisor Contact

12
Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit
funding)

• This ODE-generated report is called
  ECE_STAFF_UNITS.pdf.
• This report includes a section for teacher units,
  and related services/adapted PD units.
• To verify teacher data, look at
• Type of unit will be either center-based (D08)
  or itinerant (ITR).
• Make sure Position Fund Source (called FUND
  Srce) is Z.
• Please note elements Education level and
  Authorized Teaching Experience Years on the
  Staff Employment Record, are used to determine
  where teacher falls on the state minimum salary
  schedule that was in effect in FY2001.

13
Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit
funding)

• The following data elements must be reported on
  the Staff Employment Record, in order for a
  preschool special education teacher unit to be
  funded
• Employee ID Valid Social Security Number
  (converted to State ID)
• Position Code 206
• Assignment Area
• 999412 - for center-based teachers
• 999413 - for itinerant teachers
• Position Fund Source Z - Preschool State Unit
  Funding
• Fund Source Percent 100 to receive a fully
  funded unit
• Position Type R - Regular
• Position Status C, D, O, R, or N (described on
  next slide)
• Type of Appointment 1, 3, 4, or 5 (described on
  next slide)
• Position FTE appropriate FTE

SOURCE Preschool Units EMIS Staff Report
Explanation for FY2005 NOTE FY2006 documentation
has not yet been released. Watch for the FY2006
release on the ODE/EMIS web site to check for
changes!
14
Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit
funding)

• (Options described from previous slide)
• Position Status
• C - Active/continuing in the same position in the
  district
• D - Active/new position in district
• O - Retired then rehired in same or different
  position w/in the district w/in a three month
  period
• R - Returning from leave of absence, or
• N - New to district
• Type of Appointment
• 1 Certificated/licensed
• 3 Internship
• 4 Six-hour lay teacher, or
• 5 Veteran ORC 3319.283

SOURCE Preschool Units EMIS Staff Report
Explanation for FY2005 NOTE FY2006 documentation
has not yet been released. Watch for the FY2006
release on the ODE/EMIS web site to check for
changes!
15
Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit
funding)

• A combination teacher is an individual that
  teaches a center-based preschool special
  education class AND is also an itinerant teacher.
• Report only ONE Staff Job/Employment record with
  a position code of 206 with the following
  assignment areas in the first two assignment area
  positions
• 999412 Center-based teachers
• 999413 Itinerant teachers

SOURCE Preschool Units EMIS Staff Report
Explanation for FY2005 NOTE FY2006 documentation
has not yet been released. Watch for the FY2006
release on the ODE/EMIS web site to check for
changes!
16
Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit
funding)

• Preschool Special Education Itinerant-ONLY
  Teachers
• An itinerate teacher teacher is one who ONLY
  provides itinerant services AND does NOT provide
  any center-based services.
• No course master is required for the
  itinerate-only teacher.
• Employee ID still needs to be reported in the
  State ID field in the childs program record.

SOURCE Preschool Units EMIS Staff Report
Explanation for FY2005 NOTE FY2006 documentation
has not yet been released. Watch for the FY2006
release on the ODE/EMIS web site to check for
changes!
17
Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit
funding)

• Waivers could affect whether units will appear
  as approved on the PS Sp. Ed. Units Report.
• If class or caseload size exceeds limits
  specified in Ohio Revised Code, a unit may not be
  approved. Districts can apply to ODE for
  waivers, as per 3301-51-09(G)(2)(a) and (b).
• Center-based class size waivers
• Information on class size waivers can be found at
  http//www.ode.state.oh.us/ece/superintendent/prog
  rams/preschool_special_education/class_size_waiver
  _web_6_04.pdf.
• Itinerant teacher caseload waiver
• Information on caseload size waivers can be found
  at http//www.ode.state.oh.us/ece/superintendent/p
  rograms/preschool_special_education/itinerant_case
  load_waiver_05.pdf.

18
Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit
funding)

• The following EMIS data elements on the Staff
  Employment Record affect funding for related
  services and adapted PE units
• Position FTE
• Position code/assignment area
• Position Fund Source (must be Z - Preschool
  State Unit Funding)
• Position Fund Source Percent
• Position Code (Determines the Type of Unit)

SOURCE Preschool Units EMIS Staff Report
Explanation for FY2005 NOTE FY2006 documentation
has not yet been released. Watch for the FY2006
release on the ODE/EMIS web site to check for
changes!
19
Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit
funding)

• If Preschool Special Education Units are not
  approved for one of the individuals on this
  report, check
• Are staff data reported correctly? (e.g. Position
  Fund Source must be Z - Preschool State Unit
  Funding)
• If the teacher provides center-based services,
  check to see if the teacher appears on the
  Invl_K8_CRSE report, due to invalid
  certification/licensure.
• For itinerant teachers and related services
  staff, check to see if the individual appears on
  the Invl_CRT_JOB report, due to invalid
  certification/licensure.
• Is class/caseload size limit exceeded? (Is a
  waiver needed?)

SOURCE Preschool Units EMIS Staff Report
Explanation for FY2005 NOTE FY2006 documentation
has not yet been released. Watch for the FY2006
release on the ODE/EMIS web site to check for
changes!
20
Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit
funding)

• Individuals hired to provide the following
  related service positions may be contracted
  staff
• 333 Preschool Adaptive Physical Ed
• 327 Preschool Occupational Therapist
• 325 Preschool Physical Therapist
• 326 Preschool Speech and Language
• 304 Preschool Audiologist
• 328 Preschool Orientation and Mobility
• 318 Preschool Psychologist

SOURCE Preschool Units EMIS Staff Report
Explanation for FY2005 NOTE FY2006 documentation
has not yet been released. Watch for the FY2006
release on the ODE/EMIS web site to check for
changes!
21
Reporting PS Special Education Related Service
Adapted PE Staff

• Employee ID Valid social security number of the
  staff
• Assignment Area 999412
• Fund Source Z
• Position Status C, D N, O or R for district
  employees A or I for
  contracted staff
• Position Type R
• Type of appointment 1, 3, 4, or 5
• Position Code (one of the following)
• 333 Preschool Adaptive Physical Ed
• 327 Preschool Occupational Therapist
• 325 Preschool Physical Therapist
• 326 Preschool Speech and Language
• 304 Preschool Audiologist
• 328 Preschool Orientation and Mobility
• 318 Preschool Psychologist
• 110 Preschool Special Ed Supervisor

SOURCE Preschool Units EMIS Staff Report
Explanation for FY2005 NOTE FY2006 documentation
has not yet been released. Watch for the FY2006
release on the ODE/EMIS web site to check for
changes!
22
Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit
funding)

• Be sure to include both STUDENT AND STAFF data
  when submitting PS Special Education data.
• This is because student and staff data are
  closely linked and funding depends upon both.

23
Gifted Aid (SF-3 Line 12)

• This line reflects aid for gifted children (i.e.
  gifted unit funding.)
• This is based upon staff data reported in EMIS
  during the October K reporting period.
• The number of approved gifted units can be
  verified on the Gifted_staff report generated by
  ODE.

24
Verifying Data for SF-3 Line 12(Gifted Aid)

• The position code/assignment area combination
  determines the type of unit.
• The disapproval reason may help in tracking down
  reporting errors and other issues, depending upon
  the reason (e.g. reporting position fund source,
  certification/licensure issues).

25
Verifying Data for SF-3 Line 12(Gifted Aid)
(contd)

• The following elements on the Staff Employment
  Records can affect gifted unit funding for gifted
  teachers and gifted coordinators
• Education Level
• Authorized Teaching Experience Years (teachers)
• Position Code
• Position Status
• Position FTE
• Position Fund Source
• Assignment Area

26
Verifying Data for SF-3 Line 12 (Gifted Aid)
(contd)

• Data elements on the Staff Employment Record can
  be verified on the ODE-generated DEMO_JOB_CERT
  report.
• It is helpful to verify the data on the
  Demo_Job_Cert report, so you know that ODE
  received the data, and there are no errors
  flagged on that report by ODE.

206
999380
27
Verifying Data for SF-3 Line 12 (Gifted Aid)
(contd)

• Position Funding Source must be U or L for
  Gifted units.
• Before 2000, there was a law making a distinction
  between Unit and Local funding for gifted units
  but that law no longer exists.
• Fund Sources "U" and "L" are treated equally for
  Gifted units.

28
Verifying Data for SF-3 Line 12 (Gifted Aid)
(contd)

• The Education Level and Authorized Teaching
  Experience Years elements are used to place
  Gifted Intervention Specialists on the state
  minimum teachers salary schedule that was in
  effect in FY2001.
• Teachers are ranked based upon where they fall on
  the state minimum salary schedule, from highest
  to lowest. The gifted units for the teachers
  with the higher salaries are funded first.
• According to ODE, the intent is to maximize the
  amount of funding that the district would receive.

29
Verifying Data for SF-3 Line 12 (Gifted Aid)
(contd)

• One criterion for gifted unit funding is that the
  Gifted Intervention Specialist (GIS) and/or the
  Gifted Coordinator have the appropriate
  credentials.
• Requirements for being a Gifted Intervention
  Specialist OR a Gifted Coordinator are in the
  Ohio Administrative Code 3301-51-15 (E).
• If a GIS or Gifted Coordinator appears on the
  INVL_CERT_JOB report, this means that the
  individual did not have a valid
  license/certificate for that position (based upon
  data on file in the Office of Certification and
  Licensure at ODE).
• Specific certification/licensure codes for these
  positions can be identified using the ODE
  Certification and Licensure Search, located at
  http//webapp1.ode.state.oh.us/emis/certification/
  .

30
Reporting Gifted Staff Data

• Gifted Intervention Specialists are reported as
  follows
• Position Code 206
• Assignment Area 999380 Gifted and Talented
• Position Fund Source
• U State Unit Funding, or
• L Local Funds and/or State Foundation Funds
• Gifted Coordinators are reported as follows
• Position Code 110, 113, or 115
• Assignment Area 999380 - Gifted and Talented
• Position Fund Source
• U - State Unit Funding, or
• L - Local Funds and/or State Foundation Funds
• Gifted coordinators reported with position code
  113 do not have to hold an administrative
  credential. (SOURCE ODE.)

31
Reporting Gifted Staff Data

• Teacher/Coordinators and teachers who are part
  time gifted/part time regular ed should have
  multiple employment records, each with the
  appropriate coding and FTE.
• Districts will report the Employee ID of the
  gifted intervention specialist on the Student
  Program Record for students receiving Gifted
  Education Services provided by a Gifted
  Intervention Specialist (GIS) (206XXX program
  codes.)
• If multiple Gifted Intervention Specialists work
  with a particular student, the ODE Office of
  Exceptional Children suggests that you consider
  designating one gifted intervention specialist as
  the case manager for that student.
• This can be done by using that GISs Employee ID
  number with all Program Records for that student
  that are reported with 206XXX program codes.
• This is recommended to prevent the same student
  from being counted towards the student load of
  multiple teachers.

Source Gifted Education EMIS Data Guide for
FY2005, http//www.ode.state.oh.us/exceptional_chi
ldren/gifted_children/default.asp (under
Frequently Used Documents). This is still true
for FY2006, as confirmed with the EMIS program
office.