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FAQ

Question and Answer

Counting Students

[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?

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.

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.

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.

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?

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.

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?

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.

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?

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.

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.

Use the school number where the teacher comes from on the DOE-ME. Report only on students
that have legal settlement in your district.

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.

Your corporation does not count the student on the DOE-ME since you are not providing
educational services.

Transferring Data/Transfer Results

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."

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

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.

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.

I cannot find the button on my Membership Report to click to get the "Printable View."

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.

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.

The Printable View for signing is available during the Sign-off period. Conflicts must be
resolved before the superintendent signs off on the data.

Why can't I see the Transfers out from my school?

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.