Educating - Receiving View

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.

• Student Detail
• Edit Contact & Placement data
• Upload Corroborating Documents
• Review

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
• 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:

• 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 clicking on the calendar button  to the right of the input box to use the date picker.

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.

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.

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 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 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. 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.

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.  Students that have uploaded document(s) will be indicated with a document icon  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.

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.

Student Detail

The student tuition detail page 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

Editing

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.

Placement By

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. 
 

Parent and Address

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

Documents

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 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. 

Using the Upload File link, the user will be able to select the file they wish to upload and provide a brief description of the document.

Valid file types for uploading are PDF, TXT, PNG, JPG/JPEG, GIF and TIF. 

The filename may contain any combination of alphanumeric characters (a, B, c, 1, 2, 3 etc), spaces, periods, dashes and underscores.

The description can not exceed 100 characters and should not contain any student identifiable information such as name and/or address.  Care should be taken so as not to provide any student identifying information in either the filename or description whenever possible.

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 ODE'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 Details 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.  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.

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'. 

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.