The Tuition module is broken into a Paying view and Educating view. This page will discuss the Educating district's view and available functions for tuition data.
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 user can select combinations of options. When doing so, if the Clear is not used, when the user returns to the same screen, their last used selection options will be populated as the default. The Clear option may be used clear all of the selection options, if left cleared, all records will be returned for the Find.
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- Blank - all records
- New
- No Activity
- New flags/comments
- Flags/Comments
- Reviewed
- ODE DEW 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.
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The Escalated check box allows the district to filter only those records that have been escalated to ODE DEW for their review.
Active Only check box allows the district to eliminate the inactive records from appearing in the summary listing grid.
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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 DEW 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.
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The Educating LEA will have the ability to upload corroborating document(s) for the student. Provided the user has update access and the update window is open, an Upload File link will be present in the header for the Documents section. The Resident LEA with at least read-only access will be able to download and view any documents that have been uploaded by the Educating LEA. ODE DEW personnel will be able to see a document was uploaded and the audit information, but they will be unable to see the description, full filename or download the document. There is no limit to the number of documents that may be uploaded.
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ODE DEW Personnel will be able to see the audit information for any uploaded documents. ODE DEW Personnel will be unable to see the description, full filename or download the document. Care should be taken to not include any student identifying information in the filename or description whenever possible. This includes the student name, SSN, parent/guardian name and address. Rather than using student name or initials, it is recommended to use the SSID. As opposed to using parent/guardian name, simply state parent or guardian. |
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Once a document has been uploaded, it will be displayed in the Documents section of the Student Detail page. If a document is downloadable, the filename will appear as a link. The Educating LEA may delete a document they previously uploaded at any time. This may be done by using the Delete icon 
to the left of the filename. Once a document has been deleted, the details of the document upload will remain, but the document will no longer be downloadable. The documents will expire for downloading after a predetermined amount of time. Refer to ODEDEW's Tuition Manual for the number of days to expiration. The Last Date to Download column will show the latest date the document will remain downloadable unless deleted by the Educating LEA prior to that date. Once the last date to download has been passed, the document will be deleted by the system and will no longer be downloadable.
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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 DEW website and Tuition reporting documentation for the current processing year.
In the Note box, the LEA may add comments pertaining to the flag they are setting. These notes are visible to the Paying LEA and anyone who has a minimum of read-only access to the Tuition module for the two LEA's involved.Notes entered and saved can not be deleted. Information entered in Notes will appear in the student detail review area in the column labeled 'Comments'.
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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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