Resident - Paying View
The Tuition module is broken into a Paying view and Educating view. This page will discuss the Paying 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.
The find by Review Status includes these choices:
- Blank - all records
- New
- No Activity
- New flags/comments
- Flags/Comments
- Reviewed
- 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.
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:
- 15 days or less
- 16-30 days
- Age over 30 days
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 using the date picker. The date picker will vary depending upon the browser being used.
Comments by Others Since will return a list of students for which the most recent comment was made by a user from an IRN not matching the current user's district IRN. It will look for comments which were made from the date entered forward. Records that have a last comment made prior to the date entered in the selection will not be included in the returned results. If you are wanting to return any records that have had a new comment posted on them since a specific date, regardless of who posted the comment, the Review Status selection option should be used selecting the New Flags/Comments option.
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
Educating LEA allows the Resident/Paying district the ability to select a specific LEA who is reporting the Residents students attending their district. All LEA's who have reported students pointing to the Resident district are included in this selection drop down.
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
How Received allows the data to be filtered based on any of the valid How Received codes. The available how received codes and their descriptions will be displayed in the drop-down selection box.
The Escalated check box allows the district to filter only those records that have been escalated to DEW for their review.
Active Only check box allows the district to eliminate the inactive records from appearing in the summary listing grid.
The Viewable Documents Only check box allows the district to filter only those students that have uploaded documents which are viewable/downloadable. Uploaded documents will expire after a predetermined number of days at which point they are no longer viewable/downloadable.
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. From the File Output Format drop down, select TAB delimited or comma separated (CSV) format. The resulting output file may be saved and imported into a spreadsheet. When importing a TAB delimited or CSV 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. Students that have uploaded document(s) will be indicated by the document icon 
appearing on the right side of the row.
Status Icons
- Red / X Icon
- No funding - Yellow / Exclamation Point Icon
- Attention is needed or not yet reviewed - Green / Check Mark Icon
- Approved for funding or aged out
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.
Student Detail
The student tuition detail 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. Any documents that may have been uploaded by the Educating LEA may be referenced from this page. The user will be able to add a review, escalate a review or add a comment to a review through the student detail page.
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
Documents
If the Educating LEA has uploaded any reference documents, basic details about the document(s) will de 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. 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 DEW'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.
The audit icon appearing at the right side of the row is a link that will provide audit details of any documents that have been uploaded for the student. This includes information as to when the document was uploaded, downloaded and/or deleted and by whom. Each document is displayed in it's own box with the filename, short description and expiration date in the box header. Documents are not downloadable from the document audit detail page. Documents may only be downloaded from the Documents section of the Student Detail page.
Reviews
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 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 Educating LEA and anyone who has at least 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'.
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.
