The Tuition application module is to be used by EMIS reporting entities as means to verify tuition information/payments. This includes payments being paid by the LEA and those being received by the LEA. EMIS reporting entities, ITC staff and ODE DEW personnel have access to the Tuition application.
The Tuition data within ODDEX is populated into the application module with the data submitted to ODE DEW as part of the Student (S) Collection Requests; Beginning of Year Student Collection, Midyear Student Collection, End of Year Student Collection, SOES Beginning of Year Student Collection and SOES End of Year Student Collection. The Tuition data is not populated using the Student Cross Reference (S) Collection data submitted to SSDT.
Users may gain access to the Tuition application module within ODDEX by using the Tuition application link on the navigation bar or by clicking on one of the blue hyperlinks within the landing page's Tuition Summary areas. See Landing Page for details on its use.
If a user account has access to more than one district, select the district from the drop down in the navigation bar.
Users will want to select the year of the data they wish to view from the drop down in the navigation bar.
The Tuition application area module has two options from the navigation bar, Resident/Paying and Educating/Receiving. To view those students for which the LEA is to receive tuition payments, select the Educating/Receiving option from the drop down menu in the navigation bar. To see those students for which the LEA pays tuition to another LEA, select the Resident/Paying option.
Each of these Tuition menu options will be discussed in their own pages.
Resident/Paying view
Educating/Receiving view
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Find/Export
Districts will have the ability to use the various Find options. Selections by name, SSID, and Gender are at the student level.
The find by Review Status includes these choices:
- Blank - all records
- New
- No Activity
- New flags/comments
- Flags/Comments
- Reviewed
- ODE override
- Inactive
When selecting any of the Review Status options which contain New, an additional input field will appear allowing the user to specify the number of Days Since New. Enter a numeric value in this field that signifies the number of days to count backwards to, from the current date, for a staring point in the lookup. For example, if the current date is March 15th and you wish to see all records which are new since March 1st, enter 15 in the Days Since New field. If a value is not entered in the Days Since New field, the users last login date will be used to determine which records are new.
Record Age is determined by calculating the number of days between the last modified date and the current date. Find by record age includes the following choices:
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Reporting Window allows the data to be filtered by the First or Second reporting window.
- First/Fall Reporting window
- Second/Spring Reporting window
Reviewed Since allows the data to be filtered based on having been reviewed since a specific date. A date value may be manually entered into the input box or, by clicking on the calendar button to the right of the input box to use the date picker.
Disability allows the user to select those students with or without a disability condition.
- Blank - all records
- Y - Include only those students with a disability
- N - Include only those students without a disability
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Parent/Address allows the data to be filtered based on if the student data has address information.
- Blank - all records
- Students with empty/no parent & address
- Students with parent & address
Placement allows the data to be filtered based on if the student data has placement information.
- Blank - all records
- Students with empty/no placement information
- Students with placement information
Modified Since Last Review allows the data to be filtered based on when the Educating District last made update
- All records - all records
- Records updated by Educating since last review - select the records what were update by the Educating district since the Paying/Resident district last reviewed them
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Active Only check box allows the district to eliminate the inactive records from appearing in the summary listing grid.
The query box is collapsible using the icon in the lower left corner of the query box. The icon acts as a toggle allowing the box to be collapsed and expanded as desired.
Selecting the Clear link resets the query filters to empty/default values.
Export
Using the Export button, the user has the ability to export all data for the students included in the current Find selections. The data is exported in a TAB delimited format that may be saved and imported into a spreadsheet. When importing a TAB delimited file into a spreadsheet, be certain to select the appropriate delimiter.
Resident/Paying Summary Listing Screen
In this summary screen, basic student information is included. The icon in the left most column represents the status of the students tuition data.
Status Icons
- Red / X Icon
- No funding
- Yellow / Exclamation Point Icon
- Green / Check Mark Icon
Columns in the grid whose headings are blue and contain are sortable. The column heading acts as a toggle allowing the data to be sorted in ascending or descending order by repeatedly clicking on the column heading.
The Record Active column indicates whether the record for that SSID is active or inactive. Inactive records are displayed with a strike-thru and are not taken into consideration for payment.
- False - record is inactive
- True - record is active
Clicking on the status icon or SSID hyperlink will open a popup window showing the full details of the student's tuition information being reported by the Educating LEA. The detail popup window is where all flagging and entry of any comments may be made.
Resident districts may see a summary of Audit information about a record by clicking on the blue triangle icon. The Audit information provides information about updates to the record.
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The student tuition detail popup shows data about the student as it was reported by the Educating LEA. Any reviews, initiated by either the Resident/Paying LEA or Educating LEA, will also be displayed. The user will be able to add a review, escalate a review or add a comment to a review through the student detail popup.
Student details may be printed by clicking on the Printer icon in the upper left corner.
Default calendar information for an LEA may be seen by clicking on the calendar icon which appears following the LEA name and IRN.
By hovering over certain data items, a description about the value will be displayed. The following items in the Educating/Receiving area of the popup detail display will display a description when hovering the cursor over the code value.
- How received
- Disability
- Tuition type
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By clicking on the 'Add Review' button the LEA is placed in a new screen where they have the ability to set flags of contention regarding the tuition information being reported by the Educating LEA. The flag options shown in the following screen shot are for display purposes only. Flag options may change at any given time. Districts should refer to the ODE website and Tuition reporting documentation for the current processing year.
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When adding a review, the following buttons may be available:
- Save Flags - Save the checked flag(s) and any notes entered about the flag(s)
- Approved to Pay - No Flags - Paying district is indicating the student has been approved for tuition payment
- Clear Flags & Approve to Pay - indicates there was a flag set on the student, but the flag may now be cleared and the student is approved for tuition payment
- Cancel - Leaves the review form with no changes saved
If a message appears Not Reviewable by District at the bottom of the detail screen, this indicates the record is over 30 days old, or the address and parent are blank.
Commenting
Once a review has been added, the ability to comment on the review will be available. Both the Educating and Paying LEA's may add comments to a review that was initiated by the Paying LEA. Comments may be added by clicking the Add Comment icon in the Reviews section of the student detail popup. Comments entered and saved can not be deleted or modified.
Resident/Paying districts may add comments to a review initiated by the Educating LEA by clicking the Add Comment icon in the Educating/Receiving Initiated reviews section.
After clicking on the Add Comment icon, an additional popup window is opened that allows a comment to be added. The Shared box is checked by default. Shared comments are viewable by anyone with access to the students information through Tuition. By unchecking the shared box, only users within the Commenter's agency will be able to view the comment once it has been saved. Comments are available for viewing immediately after saving.
If comments are present, the name of the individual who posted the comment will be a hyperlink. Clicking on the hyperlink will bring up a popup window that contains contact information for the LEA/individual who posted the comment. The contact information displayed in the popup is dependent upon the Agency's Secondary Contact information being populated. If populated, the LEA contact information will be displayed. If not provided, the individual user's contact information from the User's profile will be displayed.
The process of Review and adding comments may occur multiple times.
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Find/Export
Districts will have the ability to use the various Find options. Selections by name, SSID, and Gender are at the student level.
The find by Review Status includes these choices:
- Blank - all records
- New
- No Activity
- New flags/comments
- Flags/Comments
- Reviewed
- ODE override
- Inactive
When selecting any of the Review Status options which contain New, an additional input field will appear allowing the user to specify the number of Days Since New. Enter a numeric value in this field that signifies the number of days to count backwards to, from the current date, for a staring point in the lookup. For example, if the current date is March 15th and you wish to see all records which are new since March 1st, enter 15 in the Days Since New field. If a value is not entered in the Days Since New field, the users last login date will be used to determine which records are new.
Record Age is determined by calculating the number of days between the last modified date and the current date. Find by record age includes the following choices:
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Reporting Window allows the data to be filtered by the First or Second reporting window.
- First/Fall Reporting window
- Second/Spring Reporting window
Reviewed Since allows the data to be filtered based on having been reviewed since a specific date. A date value may be manually entered into the input box or, by clicking on the calendar button to the right of the input box to use the date picker.
Disability allows the user to select those students with or without a disability condition.
- Blank - all records
- Y - Include only those students with a disability
- N - Include only those students without a disability
Paying LEA allows the Educating district the ability to select a specific LEA who's students they are Educating and are to receive tuition payment. Every LEA that the Educating district has reported as being a Resident/Paying LEA will be included in this drop down.
Parent/Address allows the data to be filtered based on if the student data has parent and address information.
- Blank - all records
- Students with empty/no parent & address
- Students with parent & address
Placement allows the data to be filtered based on if the student data has placement information.
- Blank - all records
- Students with empty/no placement information
- Students with placement information
The Escalated check box allows the district to filter only those records that have been escalated to ODE for their review.
Active Only check box allows the district to eliminate the inactive records from appearing in the summary listing grid.
The query box is collapsible using the icon in the lower left corner of the query box. The icon acts as a toggle allowing the box to be collapsed and expanded as desired.
Selecting the Clear link resets the find filters to empty/default values.
Export
Using the Export button, the user has the ability to export all data for the students included in the current Find selections. The data is exported in a TAB delimited format that may be saved and imported into a spreadsheet. When importing a TAB delimited file into a spreadsheet, be certain to select the appropriate delimiter.
Educating/Receiving Summary Listing Screen
In this summary screen, basic student information is included. The icon in the left most column represents the status of the students tuition data.
Status Icons
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Columns in the grid whose headings are blue and contain are sortable. The column heading acts as a toggle allowing the data to be sorted in ascending or descending order by repeatedly clicking on the column heading.
The Record Active column indicates whether the record for that SSID is active or inactive. Inactive records are displayed with a strike-thru and are not taken into consideration for payment.
- False - record is inactive
- True - record is active
Clicking on the status icon or SSID hyperlink will open a popup window showing the full details of the student's tuition information being reported by the Educating LEA. The detail popup window is where all flagging and entry of any comments may be made.
Educating districts may see a summary of Audit information about a record by clicking on the blue triangle icon. The Audit information provides information about updates to the record.
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The student tuition detail popup shows data about the student as it was reported by the Educating LEA. Any reviews, initiated by either the Resident/Paying LEA or Educating LEA, will also be displayed. The user will be able to add a review, escalate a review or add a comment to a review through the student detail popup.
Student details may be printed by clicking on the Printer icon in the upper left corner.
Default calendar information for an LEA may be seen by clicking on the calendar icon which appears following the LEA name and IRN.
By hovering over certain data items, a description about the value will be displayed. The following items in the Educating/Receiving area of the popup detail display will display a description when hovering the cursor over the code value.
- How received
- Disability
- Tuition type
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The Educating LEA has the ability to manually update the following information regarding the student.
- Parent name
- Address
- Placement By
Required fields are marked with a red asterisk.
Those users with update access or higher to Tuition will have the ability to edit this information. These users will see the edit icon next to each of the editable pieces of information in the student details popup.
Clicking the edit icon will open an additional popup window allowing the user to update the data.
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Any placement information for the student will have to be manually entered. This data is not included in the EMIS-R data collections. This is optional data for districts with a placement situation, such as court placement and the details for entry would be included on the placement papers received. The Placement By section can be left blank.
The Order Date must be entered in MM/DD/YYYY format including the slashes. The date may be hand entered into the text box or entered by using the date picker. By clicking on the calendar icon next to the date text box, a date picker will be opened allowing the user to select a date.
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The parent and address information for the student may be populated through data submitted through an EMIS-R Student data contact collection. This data may also be manually updated by the Educating LEA for tuition reporting purposes. The address to be included here is determined by ORC and depends on the situation. Districts should consult the ORC or contact their ODE Area Coordinator if uncertain what must be reported. If the contact data is not known to the Educating district, Unknown can be entered in the parent last name and first line of the address to allow a review to occur. Manually changing the data through the Tuition module will have no effect on the student elsewhere throughout the ODDEX application. Any updates affect the Tuition module only.
The headings for this data will include "(EMIS)" or "(Manual)" to allow easy identification of how the data was populated.
- Manual indicates that the data was manually updated through the Tuition module of ODDEX
- EMIS indicates the data was obtained through an EMIS-R student contact data collection
When the headings show the Manual indicator, these values are no longer modified by the EMIS-R contact import process. These become locked against any future contact updates as submitted by the district. Once these values have been manually updated once, they must be manually updated for the remainder of the reporting year.
The Parent and Address will be auto populated from one enrollment record to the next when the Educating and Resident district IRNs match that reported on the previous record. The Parent and Address will be auto populated from Tuition Window 1 to Tuition Window 2 when the Educating and Resident district IRNs match that previously reported for the SSID. In order for the records to copy from one Window 1 to Window 2, the start date on the Window 2 record must be in January. The auto populate does copy the data between reporting school years if:
- The Educating and Resident districts do not change from the last tuition record found in the prior year AND
- If the added record for the new school year has a start date between 7/1/ccyy - 9/30/ccyy inclusive and the greatest tuition record prior year has an end date between 5/1/ccyy - 6/30/ccyy inclusive
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By clicking on the 'Add Review' button the LEA is placed in a new screen where they have the ability to set flags of contention regarding the tuition information being reported. The flag options shown in the following screen shot are for display purposes only. Flag options may change at any given time. Districts should refer to the ODE website and Tuition reporting documentation for the current processing year.
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When adding a review, the following buttons may be available:
- Save Flags - Save the checked flag(s) and any notes entered about the flag(s)
- Clear Flags & Approve to Pay - indicates there was a flag set on the student, but the flag may now be cleared, there is no contention on the student
- Cancel - Leaves the review form with no changes saved
If a message appears Not Reviewable by District at the bottom of the detail screen, this indicates the record is over 30 days old, or the address and parent are blank.
Commenting
Once a review has been added, the ability to comment on the review will be available. Both the Paying and Educating LEA's may add comments to a review that was initiated by the Educating LEA. Comments may be added by clicking the Add Comment icon in the Reviews section of the student detail popup. Comments entered and saved can not be deleted or modified.
Educating districts may comment on reviews initiated by the Resident/Paying district by clicking the Add Comment icon in the Resident/Paying Initiated reviews section.
After clicking on the Add Comment icon, an additional popup window is opened that allows a comment to be added. The Shared box is checked by default. Shared comments are viewable by anyone with access to the students information through Tuition. By unchecking the shared box, only users within the Commenter's agency will be able to view the comment once it has been saved. Comments are available for viewing immediately after saving.
If comments are present, the name of the individual who posted the comment will be a hyperlink. Clicking on the hyperlink will bring up a popup window that contains contact information for the LEA/individual who posted the comment. The contact information displayed in the popup is dependent upon the Agency's Secondary Contact information being populated. If populated, the LEA contact information will be displayed. If not provided, the individual user's contact information from the User's profile will be displayed.
The process of Review and adding comments may occur multiple times.
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If the Paying and Educating LEA's are in disagreement over a student, and are unable to resolve the issue working with each other, the student tuition record may be escalated to ODE for their review. The ability to escalate a student will become available once there has been an open review in place for the student for at least seven days. At that time, an escalation icon will appear in the Review display area, on the left side, next to the add comment icon. Regardless of which entity initiated the review, both parties, Paying and Educating, may escalate any review that has been open for at least seven days.
Clicking the escalate icon will bring up a new page where the user will indicate through a flag why they are escalating the student along with a descriptive reason. A descriptive reason must be entered into the text area in order for the escalation to be accepted.
The ODE Area Coordinator assigned to the districts involved will receive notification on their Landing Page a tuition record has been escalated for review.
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Do not enter any student identifying information such as student/parent name, address, social security number into the text area as ODE is not permitted to have this information. |
Once the escalation has been saved, it will appear in the Review display area with the 'Reason for Escalation' text being displayed in the Comments column of the reviews. The escalation flag will be displayed in red in the 'Review Flags' column.
Escalation of Records older than 30 days
LEA's will have the ability to escalate records which have aged out or are locked from further review due to their age. An example of a record that is locked from further review due to age is a record which was approved by the Paying LEA and is older than 30 days. Once a tuition record has exceeded 30 days, either the Paying or Educating LEA may escalate the record onto ODE. The same escalation form described above will be used for the escalation of these over age records. The ability to escalate these over age records will be available provided the reporting window is still open for reviews. The ODE Area Coordinator assigned to the districts involved will receive notification on their Landing Page a tuition record has been escalated for review.
Records which have an open review with an error flag that affects funding are not included in this option. The aging process on these records is stopped once the review is placed with the funding related flag.
Closing/Canceling an Escalation
Resident/Paying Initiated Review
If the Escalation is from a Resident/Paying initiated review, the Paying LEA will have the ability to close the escalation by either adding a new review ('Add Review') or selecting 'Approved to Pay'.
If adding a new review, the escalation is closed and replaced by the new review. The new review will become available for escalation again once it has been in place for seven (7) days or more.
If the tuition payment is approved, the escalation is closed with no remaining flags and approved for payment.
Educating/Receiving Initiated Review
If the escalation is from an Educating/Receiving Initiated review, the Educating LEA will have the ability to close the escalation by either adding a new review ('Add Review') or selecting 'Clear Flags'.
If adding a new review, the escalation is closed and replaced by the new review. The new review will become available for escalation again once it has been in place for seven (7) days or more.
If the flags are cleared, the escalation is closed with no remaining flags from the Educating/Receiving side.
Escalated Records Older than 30 days
LEA's will not be able to cancel the escalation of a record which is older than 30 days. This includes those records with an ODE Aged Out and Reviewed review status and are older than 30 days.
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