OAEP –May 6, 2019...–The display of each code shows the data that is applicable to that code –Ex. RFIC between a district and JVSD may show the JVSD is reporting a student as

OAEP – May 6, 2019

1

ODDEX:

A Comprehensive Overview

Mary Myers

LACA

Agenda

• Access

• Documentation

• Landing Page

• SCR

• SOES

• Records

• CCP

• Tuition

• Calendar

3

Access

• SAFE Account Authentication

• Access is granted based on OEDS Roles

• EMIS Coordinator, Superintendent, Treasurer are granted certain access just because of that role

• Other Roles– SCR – Commenter-SCR, Data View-SCR

– SOES – Data View-SOES, Verifier-SOES

– History – Data View-ODDEX History GE, Data View-ODDEX History FA, Data View-ODDEX Records GRAD

– CCP – Verifier-CCP, Data View-CCP

– Tuition – Commenter-Tuition, Data View-Tuition, Verifier-Tuition

– Calendar – Calendar Approver-SOES

4

Documentation

• Click on Help

• Opens up separate page of complete

documentation on all parts of the system

5

Documentation Page

6

Landing Page

• All users see any ODE Announcements or System Alerts

• Access to only one entity will display the applicable area headings based on the user’s OEDS roles

• Users with access to multiple entities will have no area headings displayed– Once ‘All’ or a specific district is selected the

applicable area headings will be displayed

• Clicking on ‘Show’ beside the heading will display the detail statistics for the district(s)

7

Landing Page

8

Landing Page (cont.)

• Headings:– SCR Enrollment Comparisons

• Lists total records, Open with issues, Not Reported, Resolved

– SOES Resident District Review Summary• Lists No Activity, Flags/Comments, Reviewed, Escalated, ODE Override, ODE Auto

Approved

– SOES Educating LEA Summary• Lists No Activity, Flags/Comments, Reviewed, Escalated, ODE Override, ODE Auto

Approved

– Calendar Review Summary – for Community Schools• Lists Calendars to Approve, Approved, Rejected

– Tuition Paying Summary (Resident District)• Lists No Activity, Flags/Comments, Reviewed, Escalated, ODE Override

– Tuition Educating Summary • Lists No Activity, Flags/Comments, Reviewed, Escalated, ODE Override

– CCP LEA Course and Agreement Summary• Lists No Activity, Flags/Comments, Reviewed, Escalated, ODE Override, Agreements,

Approved Agreements

9

Traditional District

10

Community School

11

SCR

• Can display either Students, Conflicts or Not

Reported/Mismatched Records

• Can export data into a tab delimited text file

that can be imported into Excel

12

SCR Conflict Codes

• The possible conflict codes are– WTIC - Withdrawn to IRN conflict; District is reporting a withdrawn to IRN of a district that is

not reporting a matching Admitted from IRN; informational, does not impact funding for a student

– WTNY - Withdrawn to IRN conflict for next year; District is reporting a withdrawn to IRN of a district that is not reporting a matching Admitted from IRN in either the current year or next year; informational, does not impact funding for a student

– EPCT - Exceeded percent of time for student; students total percent of time exceeds 100%; critical, does impact funding for a student

– AFIC - Admitted from IRN conflict; District is reporting an Admitted from IRN of a district that is not reporting a matching Withdrawn to IRN; informational, does not impact funding

– AFPY - Admitted from IRN conflict prior year; District is reporting an Admitted from IRN of a district that is not reporting a matching Withdrawn to IRN; informational, does not impact funding

– STIC - Sent to IRN conflict; SSID is not found in submitted data from the sent to IRN, where the sending district is the received from IRN

– RFIC - Received from IRN conflict; SSID is not found in submitted data from the received from IRN, where the receiving district is the sent to IRN

13

SCR Conflict Codes (cont.)

• Clicking on the Conflict Code displays how both districts are reporting the student

• The EPCT (Overlapping Percent of Time) affects funding

• There may be multiple Conflict Codes on a student

– The display of each code shows the data that is applicable to that code

– Ex. RFIC between a district and JVSD may show the JVSD is reporting a student as attending them and the district is not so there is no data on the district side. The EPCT shows both sides as they are reporting data in reference to the percent of time.

14

RFIC

15

EPCT

16

SOES

• Listing of students attending a Community or STEM School for verification by Resident District to grant funding flow to Community School

• Updated by Community and STEM Schools SOES Student, SCR and SOES Contact collections

• Access is controlled by OEDS roles

• Resident districts can either approve or flag records with comments

• Community and STEM Schools can review flags and comments

17

SOES (cont.)

• Each record has a status

• Records can be selected by the Review Status

18

SOES (cont.)

• Flow

– Community and STEM Schools submit data

– Resident district approves or comments and flags record

• If the address data has not been submitted, the record cannot be reviewed and will not be funded until the address is submitted

• If a student attended the community school the previous school year, is still attending and address is still the same, the student is auto-approved

19

Records

• Two options under the Records dropdown

– Single Student

– Bulk Export

20

Single Student

• Single Student is the previous ‘History’ option

• If applicable, tabs will be available to display– History – Displays detailed history data on student

reported by any reporting entity for that SSID back to FY2010

– Special Education data – Displays all event records reported by any reporting entity for that SSID

– Assessments data – Displays all assessment data reported by any reporting entity for that SSID

– Grad Cohort data – Displays all Grad Cohort data reported by any reporting entity for that SSID

21

Single Student (cont.)

• Can use History data as verification of withdrawal if student is not attending your district and history shows another district reporting the student

• Detail display can help resolve overlapping enrollment issues on the SCR Conflicts and FTE Adjustment report

• Many of the code fields have the ‘hover over’ that will give you the description or definition of the code

• A Print icon and Return to Summary button has been added to each tab of the detail display

22

History Example

• Student resident District A, Foster placed to District B, going to JVSD

23

Special Education

• Will only be available if student has any events

ever reported

• Lists all events reported for that SSID by any

district that had reported that SSID

• Can export the data into a tab delimited text

file that can be imported into Excel

24

Assessments

• Displays all State assessment records by assessment

type that were ever submitted to ODE for that

student by any district

• Multiple selection options and can export all or some

data to load into local SIS

25

Grad Cohort

• Once the student is reported as 9th grade or

has a Grade Level Started 9th Grade, the Grad

Cohort tab will appear

• Lists event date, code, and data source

information when data was reported

26

Records – Bulk Export

• Allow for the export of data for any number of students based upon a CSV upload file that will provide the application with a list of SSID’s data is to be exported for.– File of ID’s can be either .csv or .txt

– Column 1 must be SSID

– Column 2 is optional but can be local student id

• Once selection options are entered and file is attached, click Upload to begin the export process

• File can be used to load into local SIS

27

CCP

• The CCP module contains data submitted by

the college based on course enrollment

• Two parts

– Students

– Agreements

28

CCP - Agreements

• If district has an agreement with a college for

a credit hour rate other than the standard

rate, then the agreement needs to be

reviewed and approved

• Agreements will be listed for combination of

term and delivery method

29

CCP - Students

• Data is loaded from colleges

• Data for each student is displayed by what the college submitted for that SSID and what the district reported in the Staff/Course collection

• Districts can approve or flag records

• Can filter by term, review status, record age or Reported by HEI (Higher Education Institute)

• Course or Payment data can be exported into a tab delimited text file then imported into Excel

30

CCP – Students (cont.)

• Display options

31

CCP – Students (cont.)

• Clicking on either the SSID or college will display the detail information

reported by the college and district

32

Tuition

• Replaces the SF-14 and SF-14H paper forms

• Two options under the Tuition tab– Resident/Paying

– Educating/Receiving

• Selecting one will display the students in your district that match that criteria based on district reporting

• Two time periods– 7/1 – 12/31

– 1/1 – 6/30

33

Tuition – Educating/Receiving

• Reported by the Educating District

• Lists students with a How Received of C, D, G,

or J

• Indicates if student has a disability

• Can add Parent name, address, and Placement

by (court/case information)

• Educating District can apply code of ‘Not

Claiming Tuition’

34

Tuition – Educating/Receiving

• Multiple search criteria

• Displays Student SSID, Name, Paying LEA,

Enrollment Dates, Disability, and escalated flag

35

Tuition – Resident/Paying

• Reported by the Educating District

• Lists students with a How Received of C, D, G,

or J by the Educating District (Resident District

should have a Sent Reason of FC)

• Indicates if student has a disability

• Resident district can approve, flag or escalate

records

36

Tuition – Resident/Paying

• Multiple search criteria

• Displays Student SSID, Name, Educating LEA,

Enrollment Dates, Disability, and escalated flag

37

Tuition (cont.)

• Export option to pull out all information to balance to the SFPR

– Can do a pivot table by payment date and Educating IRN

• New Tuition reports as part of Level 2 reports on the Student collection in the Data collector

– Indicates status whether reviewed, pending review, parent/address missing, etc.

– Lists same information as export and can do pivot table by Educating IRN and tuition paid date

38

Calendar

• Lists summary calendar information from

Calendar reporting

– Earliest Begin Date (of all calendars submitted)

– Latest Begin Date (of all calendars submitted)

– Earliest End Date (of all calendars submitted)

– Latest End Date (of all calendars submitted)

– Minimum hours in session (of all calendars submitted)

– Maximum hours in session (of all calendars submitted)

39

Calendar (cont.)

• Clicking on the Year will display a summary of

the calendar details

40

Calendar (cont.)

• Also used for approval of Community School

calendar by sponsor

41

Questions?

42