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Membership (DOE-ME) FAQ

Question and Answer

Counting Students

1. Q. Now that there are no tuition fees, how do we report the cash transfers on the ME Report?
   A. There are still cash transfer students.  A student who is not a resident of your corporation and who is attending your corporation with the approval of your board policy regarding transfer students is considered a cash transfer student for purposes of the ME report. If you are in doubt about how a student should be counted please contact your administration for clarification on the classification of the student for ME purposes. If you are still unclear on how the student should be reported please contact the Division of School Finance.

2. Q. What is the difference between dual enrollment and dual credit?
   A. Dual enrollment is a student that is enrolled full time as a home school or non-public student and enrolled in the public school corporation part-time to receive education during some part of the day.

   Dual credit is a high school student who is enrolled in the high school and is taking college level courses. These students are not considered dual enrolled and you do not calculate instructional days and minutes for them.

3. Q. Do we show the instructional days and minutes for our dual credit students?
   A. No, you do not calculate instructional days and minutes for dual credit. The instructional days and minutes only apply to dual enrollment.

4. Q. What is the difference between the postsecondary program, the double-up program, and the fast track program?
   A. For the Postsecondary Enrollment Program under IC 21-43-4, the student is actually enrolled in the state educational institution and attends courses offered at the institution. Although the statute provides for full time college enrollment, in most cases the student will be enrolled part time in high school and part time in college.

   For the Double Up for College Program under IC 21-43-5, the course is offered under an agreement between the state educational institution and the school corporation. The student is enrolled in the high school. The course is offered in the high school. It may be taught either by college or high school faculty. The course must be listed in the (1) statewide core transfer library courses, http://www.transferin.net/CTL/Pages/default.aspx, that are transferable on all campuses of the state educational institutions in accordance with the principles in IC 21-42-5-4; or (2) articulation agreements that apply to any campus in the Ivy Tech Community College of Indiana system and to Vincennes University and draw from liberal arts and the technical, professional, and occupational fields.

   For the High School Fast Track to College Program under IC 21-43-6, the student is enrolled in Ivy Tech and is working toward high school completion as well as a college program. The student is not enrolled in the high school.

5. Q. We have the career center for Grant County. We have a student that is enrolled in a private school in Mississinewa's district and enrolled in our career center. Almost meets the 'dual enrollment' except they do not have legal settlement in our district - just our county and we service the county with our career center. Do I count this student or not?
   A. No, you can't count them as they do not have legal residency in your corporation.

6. Q. How are students who attend our district as seniors and are considered to have “senior rights” to be reported on the DOE-ME? Senior rights means they attend our district, live in a different district, but do not pay tuition.
   A. Report them as Resident Attenders.

7. Q. Can we count a high school student in the dual credit category if they are taking an online or correspondence college class?
   A. No, these students are not considered as enrolled in any of the statutory programs.

8. Q. Can we count the students in the dual credit category that are in our four Career Center classes that award IVY Tech and Vincennes University credit IF the student goes to that university?
   A. No, these students are not considered as enrolled in any of the statutory programs.

9. Q. Can we count students in the dual credit category that are in a fourth year language who plan to take the SAT II for college credit?
   A. No, these students are not considered as enrolled in any of the statutory programs.

10. Q. Can we count students in the dual credit category who plan to take the spring AP exam for college credit?
    A. No, these students are not considered as enrolled in any of the statutory programs.

11. Q. Should we report foster students from our own district (our district is both the corporation of legal settlement and the corporation educating them) as placements in or are they simply resident attenders?
    A. These students would be considered resident enrollees. Students would be counted as placements in only if their legal parent/guardian lived outside your corporation.

12. Q. We have a rather large group of HS students who are eligible for Dual Credit at our High School, but the application and enrollment deadline for the dual credit university is not until Sept. 25, after the Sept. 12 count deadline. How would you propose reporting the Dual Credit students?
    A. The students have to be enrolled in the college program on count day in order to be counted on the ME. We would pick these students up in the December ME count.

13. Q. Can you please remind me how we treat Expelled students on the DOE-ME?
    A. Students who are expelled are not counted in ADM with one exception (Special Education Students who still receive services while expelled).

14. Q. How do we handle students who have withdrawn to be homeschooled?
    A. Student who are home schooled are only counted in ADM if they are receiving services from the public school corporation. These students are counted as Dual Enrolled students and the ADM is calculated as an FTE based on the formula found on the ME data layout.

15. Q. [Note: This FAQ applies to Period 1.] We have a few last year seniors that are finishing their credits prior to Oct. 1. They will be reported on the Graduate (GR) report for last year. What do I do about their ME status for Sept 14 if they are still here between Sept. 14 and OCT. 1?
    A. Do not enroll these students and do not count them on ME, PE, AT, DM, etc., if you issued them a diploma and will report them in your GR for last year.

16. Q. We have a hearing impaired student who is attending a special school in Ohio 4 days a week and attending our school one day a week. How do I count him in reports? Is he a dual enrollment? He does live in our school district.
    A. Count this student on the DOE-ME Membership report as a 'resident attender' because he is legally settled in your corporation and not as a dual enrolled student.

17. Q. We serve students in a nonpublic school for Title I services for 2 days a week, 30 minutes per day after school. Can we count these students on our membership report as dual enrolled?
    A. No, because you serve these students after school. If the students were being served during the regular school day, general instruction, you could count them on membership.

18. Q. Foster Students that are placed in our corporation from another corporation - Do I put them on our ME and record the corporation of legal residence as the other corporation's number?
    A. Foster kids are counted as Placements In on the ME for the corporation that is educating them. The corporation of legal settlement for them is the corporation where they came from.

19. Q. We have a few students who are incarcerated in Pendleton. This placement was determined by the court system in a place outside our school corp. How do I count these kids--as ours or theirs? Would they be Transfers Out?
    A. First and foremost schools should ask themselves if the students are enrolled and receiving services from their corporation on count day. If the corporation where the institution is, is educating these kids they would be counted by that corporation as a 'Placement In' and the corporation of legal settlement would be billed for the expense by the educating corporation giving credit for state support received. If the institution is providing all of the services, then no school corporation should be counting them. 'Transfers out' in almost all instances are for educational reasons - detainment in a juvenile institution does not qualify as an educational reason.

20. Q. We are sending a teacher to a private school, the student is never in our building. I'm not sure how to report them on the Membership report.
    A. Use the school number where the teacher comes from on the DOE-ME. Report only on students that have legal settlement in your district.

21. Q. I guess I am confused on the Placement In. This student resides in our district, but the courts have placed him a therapeutic day program (an outside agency) and will transition him into one of our schools in January if all goes well. We do not provide instruction - he does not attend, but we were directed to enroll him in our schools via the courts. I'm not sure what to do with him.
    A. Your corporation does not count the student on the DOE-ME since you are not providing educational services.

Transferring Data/Transfer Results

1. Q. I am receiving the following error message when I do my ME report and I don't know what to do.
   'Reporting Corporation (4790) cannot be the Corporation of Legal Settlement (4790) and the Corporation of Legal Settlement must exist or be '9999' for ADM Type of 3.'
   A. ADM Type 3 is a cash transfer. The student that is a cash transfer from a district in Indiana will have a state assigned corporation number and that number can be found in the Application Center under the LOOKUP menu, then under School and Corp Lookup. Students that are cash transfers and come from OUT-OF-STATE are NOT Applicable and are not to be included in your ADM count. Please review the data layout for ADM Type Definitions and Category of Student table.

Tech Tips/Troubleshooting

1. Q. I made a mistake in my ME data file. I submitted some students that I shouldn't have and I put in the wrong grades for some others.
   A. To correct the grade level you can submit them again. To delete the records you can lookup the STN and delete the Membership record by clicking on the Membership tab and then click on the red X. You can also use the Input Form to edit and delete records. If you have a lot of errors, you may also consider deleting all of your school's ME records in the Collection Management window (again, by clicking on the red X) and then resubmitting a corrected file.

2. Q. I cannot find the button on my Membership Report to click to get the 'Printable View.'
   A. You must be logged in as a corporate-level user to view and print the DOE-ME 'Printable View' report to be signed by the Superintendent.

3. Q. When I click on 'Printable View' button for my Membership Report, I get a report, but it says 'COPY ONLY - DO NOT MAIL' and doesn't have a line for the superintendent's signature.
   A. The Printable View for signing is available during the Sign-off period. Conflicts must be resolved before the superintendent signs off on the data.

4. Q. Why can't I see the Transfers out from my school?
   A. Transfer-Out students do not belong to any particular school in your corporation since they are transferred out to a school outside your corporation. The school ID reported is the ID for the educating school (or 9999 if out of state or not assigned). Therefore, these only appear on the 'All Schools' report available to Corporate-level users.